Note: The job is a remote job and is open to candidates in USA. Callon Mechanical is a locally owned HVAC company serving commercial and residential clients across Tennessee and beyond. The Administrative Coordinator is responsible for supporting daily operations and office workflows, managing scheduling, and coordinating communication between technicians and customers.
Responsibilities
- Supporting daily operations and office workflows
- Manages scheduling
- Oversees data entry
- Coordinates communication between technicians, customers, and leadership
- Handles incoming calls and emails
- Assists with customer inquiries
- Manages billing, payments, and some payroll related tasks
- Efficient organization of digital files and systems
- Updating customer and job information
- Tracking follow-ups to ensure smooth service delivery
- Works closely with internal teams to prioritize requests
- Resolves issues promptly
- Upholds the company’s standards of professional, reliable service
Skills
- Strong Communication and Customer Service skills to manage inquiries, coordinate with technicians, and represent the company professionally
- Solid Administrative Assistance and Organization skills to handle scheduling, documentation, and digital recordkeeping efficiently
- Basic Finance and billing skills to support invoicing, payment tracking, and simple reporting tasks
- Proficient with office software and digital tools (e.g., email, spreadsheets, scheduling or CRM systems) and comfortable working in a remote environment
- Demonstrate attention to detail, reliability, time-management skills, and the ability to prioritize multiple tasks in a fast-paced service setting
- A high school diploma or equivalent is required
- Previous experience in administration, coordination, or customer support, preferably in a service, trades, or HVAC-related environment
- Additional coursework or certification in business administration, office management, or related fields is a plus
Company Overview