Schedule:

• 40 hours per week, Monday to Friday, 9 AM to 6 PM with a 1-hour unpaid break
• Client Timezone: Eastern Time (Virginia)

Client Overview:

A growing HVAC services company that’s expanding from the East Coast to California, specializing in home warranty work with consistent lead flow. They’re on the larger end of most HVAC companies with a collaborative culture where the owner works directly with team members. The business has stable revenue streams and is actively scaling operations across multiple states.

Job Description:

You’ll be the administrative backbone of a thriving HVAC operation, handling critical warranty processing that keeps the business running smoothly. This isn’t just data entry – you’ll be interpreting technician reports, managing authorization workflows, and directly collaborating with the business owner throughout the day. You’ll have the opportunity to implement efficiency improvements and earn performance bonuses while supporting a company that’s actively expanding into new markets.

Responsibilities:

• Process warranty submissions to home warranty companies based on technician field reports
• Read and interpret technician notes to determine required parts and repairs for authorization
• Submit detailed work information and documentation to warranty companies
• Manage job closures and invoice processing through CRM systems
• Coordinate with technicians and owner via video calls for real-time questions and clarification
• Handle administrative tasks related to warranty claim processing and follow-up
• Maintain accurate records of all warranty submissions and authorization status
• Support expansion operations as the company grows into new markets

Requirements:

• 3+ years of experience in admin assistance or virtual office coordination
• Strong English communication skills for professional client interaction
• Proficiency with CRM tools and software systems (Zen Trades and HouseCall Pro experience is a bonus)
• Comfortable with video call communication and collaborative work throughout the day
• Detail-oriented with ability to read and accurately process technical notes
• Reliable internet connection with backup options for consistent availability
• No HVAC experience required – comprehensive training will be provided
• Bonus if you have experience with warranty processing or administrative workflows in service industries

Independent Contractor Perks:

• Health Insurance Coverage for eligible locations
• Permanent work-from-home
• Immediate hiring