Description

HVAC HR / Permit Coordinator

Position Summary

The HVAC HR / Permit Coordinator is responsible for supporting daily office operations by managing permitting activities, coordinating preventative maintenance scheduling and documentation, and handling human resources administrative functions. This role works closely with field teams, service managers, vendors, municipalities, and employees to ensure compliance, operational efficiency, and a positive employee experience. Payroll processing is not included in this position.

Key Responsibilities

Permitting & Compliance

• Prepare, submit, and track HVAC permits with local municipalities and governing agencies
• Coordinate inspections and maintain permit records to ensure project compliance
• Monitor permit expiration dates and renewal requirements
• Communicate with project managers, technicians, and inspectors regarding permit status updates
• Maintain organized digital and physical permit files

Preventative Maintenance Coordination

• Schedule preventative maintenance appointments for commercial and residential clients
• Maintain preventative maintenance agreements and customer records
• Coordinate technician schedules and dispatch support for maintenance calls
• Track completed maintenance services and ensure proper documentation
• Follow up with customers regarding upcoming service appointments and contract renewals

Human Resources Support

• Assist with onboarding and new hire paperwork
• Maintain employee personnel files and HR documentation
• Coordinate employee training records, certifications, and compliance tracking
• Support recruiting efforts by scheduling interviews and communicating with candidates
• Assist with employee relations and general HR administrative tasks
• Manage uniform orders, employee forms, and internal communications
• Ensure HR records remain accurate and confidential

Administrative Duties

• Answer incoming calls and provide administrative support to office staff and management
• Maintain accurate data entry across company systems and spreadsheets
• Assist with reporting, document preparation, and office organization
• Support additional operational and administrative tasks as needed

Qualifications

• Previous experience in HVAC, construction, service coordination, HR administration, or office management preferred
• Knowledge of permitting processes and municipal requirements is a plus
• Strong organizational and multitasking skills in a fast-paced environment
• Excellent communication and customer service skills
• Proficiency in Microsoft Office, Google Workspace, and scheduling software
• Experience with ServiceTitan and QuickBooks is highly preferred
• Ability to maintain confidentiality and handle sensitive information professionally
• High attention to detail and strong follow-through skills

Preferred Skills

• Experience with preventative maintenance scheduling
• Familiarity with HR onboarding and compliance documentation
• Knowledge of HVAC industry terminology and workflows
• Ability to prioritize tasks and manage deadlines independently
• Experience working within ServiceTitan for scheduling, customer management, and reporting
• Familiarity with QuickBooks for invoicing, tracking, and general administrative support

Work Environment

• Office-based role with frequent communication with field staff, customers, and municipalities
• Full-time position with standard business hours; occasional flexibility may be required based on operational needs

Benefits

• Competitive compensation
• Health, dental, and vision insurance
• Paid time off and holidays
• Career growth opportunities within a growing organization
• Supportive team-oriented environment