Overview
Office Administrator & Coordinator Jobs in Troy at Airco Service, Inc.
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Office Administrator / Office Coordinator
Airco – Troy, Illinois
Benefits/Perks
- Competitive salary ($50,000–$70,000 based on experience)
- Performance-based bonus potential
- Health insurance
- Paid holidays & PTO
- Retirement plan options
- Company-branded apparel
- Training and development opportunities
- Career growth potential within a growing mechanical services business
- Supportive, team-oriented culture
- Stable, full-time in-office position
Schedule / Expected Work Hours
- Full-time, Monday–Friday, 8-hour shifts.
- Typical hours align with standard business operations, with occasional flexibility needed to support billing cycles, dispatch needs, or urgent office priorities.
Job Summary
Airco, a leading residential & commercial HVAC/Mechanicals contractor in Troy, Illinois, is seeking an organized and dependable Office Administrator / Office Coordinator to support daily office operations, billing workflows, job setup, documentation, and internal coordination across the business. This role is ideal for a professional who thrives in a fast-paced environment, enjoys keeping teams organized, and can effectively manage multiple moving pieces with accuracy and professionalism.
You will play a central role in helping the office and field teams stay aligned by supporting quoting, invoicing, file management, job setup, purchasing, reporting, and service-related administrative workflows. This is a highly visible role that helps keep operations running smoothly and efficiently.
Responsibilities
- Prepare professional quotes based on pricing and scope details provided by Project Managers.
- Send quotes to customers and ensure internal stakeholders are copied appropriately.
- Create and maintain organized quote folders and job files for each opportunity and active project.
- Set up approved jobs in company systems such as Sage, ClockShark, or similar platforms.
- Review work orders and job setup information for accuracy against approved quotes and scope.
- Build and maintain job files with labor estimates, material costs, permits, certificates, and supporting documentation.
- Create purchase orders for vendors, materials, and job-related needs.
- Generate billing support reports and pull job data needed for invoice preparation and review.
- Prepare and send final invoices in a timely and accurate manner.
- Coordinate deliveries, administrative scheduling support, and general office workflow needs.
- Assist with dispatch-related administrative tasks and technician support coordination as needed.
- Maintain accurate internal records and help ensure information is current across systems.
- Support reporting and communication flow between office staff, project teams, service staff, and leadership.
- Help improve organization, responsiveness, and consistency across administrative processes.
Qualifications
- High school diploma or GED required; additional coursework in business, office administration, or accounting preferred.
- Minimum of 3–5+ years of administrative or office coordination experience, preferably in HVAC, mechanical contracting, construction, or field service.
- Experience supporting invoicing, job setup, scheduling, purchasing, or billing workflows preferred.
- Strong proficiency in Microsoft Office, including Outlook, Excel, and Word.
- Experience with Sage, ClockShark, ServiceTitan, or similar operational/accounting systems strongly preferred.
- Excellent organizational skills with strong attention to detail and follow-through.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities, deadlines, and changing needs in a fast-paced office environment.
- Comfortable working independently while also supporting a collaborative team.
- Reliable attendance and ability to work full-time in-office.
Title: Office Administrator & Coordinator
Company: Airco Service, Inc.
Location: Troy
