Office Coordinator in Jacksonville, Florida at Thermal Concepts

Thank you for expressing interest in joining our team. We appreciate your enthusiasm and look forward to reviewing your application.

To ensure a smooth application process, please follow these instructions:

Application Submission:

1. Complete the online application form, providing accurate and detailed information.

Resume, Cover Letter and Additional Documents:

1. Attach your updated resume that highlights your relevant experience, skills, and achievements.
2. Include a cover letter expressing your interest in the position and explaining how your qualifications align with the role.
3. If applicable, upload any additional documents requested in the job posting, such as a portfolio, certifications, or references.

Contact Information:

1. Double-check that your contact information is accurate to ensure we can reach you promptly.

We appreciate your interest in working with Thermal Concepts, LLC. If you have any questions or encounter issues during the application process, please contact our HR department at HRresources@thermalconcepts.com or 954-472-4465.

About Us

Thermal Concepts , provides high-quality HVAC services to commercial clients across the region. Our team specializes in the installation, maintenance, and repair of heating, ventilation, air conditioning, and refrigeration systems. We are committed to safety, efficiency, and customer satisfaction — and we’re seeking a highly organized and proactive Office Coordinator / Dispatcher to support daily office operations while assisting with scheduling and dispatch coordination.

What you'll get

1. Competitive pay based on experience and certifications
2. Excellent Medical, Dental, and Vision insurance
3. Paid vacation and paid Federal holidays
4. 401(k) with company match
5. Strong career growth opportunities within the Thermal Concepts family of companies
6. And more.

What you'll do:

Office Administration & Coordination

1. Manage daily office operations and maintain an organized, professional work environment.
2. Greet visitors, answer calls, handle correspondence, and assist customers and vendors.
3. Maintain office supplies, records, filing systems, spreadsheets, and administrative documentation.
4. Coordinate office maintenance, vendors, meetings, travel, and other office logistics.
5. Track office expenses and provide administrative support to senior leadership.

Dispatch & Scheduling

1. Schedule and dispatch service technicians based on customer needs, technician availability, and job priority.
2. Communicate with customers regarding appointments, scheduling updates, and service timelines.
3. Monitor technician schedules and adjust routes or appointments as needed.
4. Coordinate emergency and priority service calls.
5. Maintain accurate dispatch logs, service records, and customer information.
6. Work closely with technicians and management to ensure smooth daily operations.

Permitting & Compliance

1. Coordinate permit applications, submissions, approvals, renewals, and closeouts for HVAC and mechanical projects.
2. Gather required documentation and communicate with municipalities, permitting offices, and inspectors.
3. Track permit status, inspection schedules, and deadlines.
4. Maintain accurate permitting records and follow up on outstanding requirements or corrections.

What we're looking for

1. High school diploma or equivalent required; Associate degree in Business Administration or related field preferred.
2. Minimum of 2 years of office administration, office coordination, receptionist, customer service, dispatch, or permitting experience preferred.
3. Prior dispatching, scheduling, or permitting experience in HVAC, service, construction, or related industries is a plus.
4. Familiarity with municipal permitting processes, inspection scheduling, and regulatory documentation is preferred.
5. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
6. Strong organizational, multitasking, and problem-solving skills.
7. Excellent verbal and written communication skills.
8. Professional, dependable, and customer-focused attitude.
9. Ability to work independently and manage multiple priorities in a fast-paced environment.
10. Experience with scheduling software, CRM systems, dispatch platforms, or permitting portals is a plus.

Thermal Concepts, LLC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.