Administrative Coordinator – Air-Flow Technologies

Air-Flow Technologies, Inc. assists building owners, architects, mechanical engineers, and contractors in the design, application, and installation of technologically advanced mechanical equipment and energy-efficient HVAC system solutions. Combining our expertise in energy–efficient HVAC system design and green building methods, we can offer cost-effective solutions that provide both a low environmental impact and a high return on investment for our customers. We are dedicated to providing every customer with an exceptional experience through a commitment to providing solutions designed to meet your specific needs in a way that is accurate, timely, and reliable. 

Role: Administrative Coordinator

The Administrative Coordinator is responsible for supporting front desk operations, office administration, and coordination of order processing and shipping activities. This role is instrumental in supporting ABB VFD and HVAC product administration, ensuring accurate order handling, effective communication, and timely shipment execution.

Responsibilities:

• Greet any visitors, customers, and vendors; serve as primary front desk point of contact.
• Answer and route incoming phone calls and emails in a professional manner. 
• Maintain office organization and scheduling coordination.
• Assist with order entry, tracking, and documentation for ABB VFDs and other HVAC equipment. 
• Coordinate with manufacturers, vendors, and internal teams on order status and updates. 
• Generate shipping labels, packing slips, and outbound shipment documentation. 
• Track open orders and proactively follow up on shipment status and delays. 
• Communicate order status to customers, sales team, and internal staff. 
• Support sales team with quotes, submittals, and job documentation. 
• Assist with bid desk to ensure accurate and timely submission of bids 
• Maintain accurate records of orders, shipments, and communications. 

Requirements:

• High School diploma required.
• Proficiency with Microsoft Outlook, Excel, and general office software.
•  Comfortable working in a dynamic office environment with multiple priorities.
• Strong organizational skills and high attention to detail. 
• Ability to quickly learn product lines and internal systems.
• Ability to effectively communicate with customers, vendors, and internal teams. 
• Administrative or customer service experience preferred.
• Experience with order processing or shipping/logistics is a plus.

Compensation: $22-$25/hour, with flexibility based on experience and skills.

Air-Flow Technologies provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.