COMPANY OVERVIEW

Griffin Heating & Cooling is a locally owned, family-operated HVAC company that has proudly served Central Oregon for over 40 years. We specialize in providing reliable heating, cooling, ventilation, and HVAC controls solutions to homes and businesses throughout our community. Our reputation has been built on quality workmanship, dependable service, and long-standing relationships with our customers.

We are looking for an Office Coordinator to join our team! As a small, close-knit company, we value teamwork, accountability, and a willingness to step in wherever help is needed. Our office team plays an essential role in keeping daily operations running smoothly, supporting our technicians, and delivering the level of customer service our community has come to expect.

POSITION OVERVIEW

We are seeking an organized, detail-oriented, and service-minded individual who enjoys helping people, managing competing priorities, and keeping things moving behind the scenes. This is a versatile, hands-on position that combines customer service, administrative coordination, scheduling, and technician dispatching.

The ideal candidate is comfortable working in a fast-paced office environment, communicates professionally, and takes pride in accuracy and follow-through. This role offers a variety of daily responsibilities and requires someone who can adapt as priorities change, work collaboratively with a small team, and take initiative to keep operations running efficiently.

If you enjoy being a dependable point of contact for customers and co-workers alike, this could be a great opportunity to become an important part of the Griffin Heating & Cooling team.

SCHEDULE & COMPENSATION

Schedule: Monday–Friday, 8:00 a.m.–5:00 p.m., with a one-hour lunch break

Work Location: On-site at our office in Bend, Oregon

Compensation: Starting Wage $26-$27/hour ($30/hour available within first 2 years, based on performance)

Employment Type: Full-time, 40 hours per week

JOB REQUIREMENTS & QUALIFICATIONS

EDUCATION & EXPERIENCE

Bachelor’s degree OR at least three years of proven experience in an administrative, customer service, dispatch, or similar role.

Experience working in a fast-paced, service-oriented office environment is preferred.

TECHNOLOGY

Proficiency with Microsoft Word, Excel, Google Workspace, and Windows-based software.

Ability to learn industry-specific software, systems, and basic HVAC terminology.

ADDITIONAL SKILLS & QUALIFICATIONS

Customer Service: Friendly, approachable, and professional, with a genuine interest in helping customers and supporting coworkers.

Organization & Follow-Through: Able to manage multiple tasks, maintain accurate records, and ensure responsibilities are completed in a timely manner.

Attention to Detail: Takes pride in accuracy when reviewing work orders, invoices, proposals, schedules, and other documentation.

Communication: Strong written and verbal communication skills, with the ability to interact professionally with customers, technicians, vendors, and team members.

Time Management: Able to prioritize competing demands and stay productive in a fast-paced environment.

Teamwork: Willing to collaborate, assist others, and contribute to the overall success of a small office team.

Initiative & Adaptability: Self-motivated, resourceful, and comfortable adjusting priorities as business needs change.

Professionalism: Maintains a professional appearance and a positive, courteous demeanor.

Other Requirements: Valid driver’s license, clean driving record, ability to lift up to 30 pounds, ability to pass a mandatory drug test (incl. marijuana) and verifiable work references.

JOB RESPONSIBILITIES

Customer Service & Communications:

– Serve as a primary point of contact for incoming customer calls, emails, and general inquiries.

– Assist customers with questions, service requests, and scheduling needs in a professional and courteous manner.- Maintain positive customer relationships and help ensure a smooth service experience.- Communicate effectively with technicians, customers, vendors, and other team members.

Scheduling & Technician Dispatch:

– Schedule service appointments and coordinate technician schedules.
– Dispatch technicians to service calls while considering priorities, availability, and daily workload.
– Maintain an accurate and organized service calendar.
– Communicate schedule changes and job details to technicians and customers as needed.

Administrative & Office Support:

– Process work orders and review invoices and proposals for accuracy, completeness, and clarity before distribution.
– Maintain organized electronic and physical filing systems.
– Assist with data entry, document preparation, recordkeeping, and general office administration.
– Help maintain efficient office procedures and identify opportunities to improve workflow.
– Support the team with additional administrative duties and projects as business needs arise.

Team & Operational Support:

– Assist technicians and office staff with day-to-day questions, documentation, and administrative needs.
– Help coordinate information between the office, field technicians, and customers to keep jobs moving efficiently.
– Maintain a professional, organized office environment.
– Contribute to a positive team culture through collaboration, dependability, and a willingness to help wherever needed.

BENEFITS

Griffin Heating & Cooling offers a competitive compensation and benefits package, including:

Medical Insurance: 100% of employee premiums, paid by the company.

Dental Insurance: 100% of employee premiums, paid by the company.

Vision Insurance: 100% of employee premiums, paid by the company.

Retirement Plan: Company contribution of 5% (No match required)

AFLAC Accident Coverage: 100% of employee premiums, paid by the company.

Paid Time Off: PTO and vacation benefits.

Team Culture: A close-knit, locally owned company that values teamwork, family, employee contributions, and a positive work environment.

Team-Building Events: Opportunities to connect with coworkers outside of daily responsibilities.

HOW TO APPLY

We are currently accepting applications in-person only.

Please bring your resume and cover letter to:

Griffin Heating & Cooling
12 NW Lake Place
Bend, Oregon

Office hours are Monday through Friday, 8:00 a.m.–5:00 p.m. If you are unable to visit during regular business hours, please contact us to discuss alternative arrangements.

We will accept in-person applications for at least two weeks, or for as long as this position remains posted.

Qualified applicants will be invited to schedule an on-site computer skills test as the first phase of our interview process.

• We look forward to meeting candidates who are excited to contribute to our team and help us continue serving Central Oregon for years to come!

Job Type: Full-time

Pay: $26.00 – $30.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Where do you currently live? (Bend, Redmond, Sisters, La Pine, Relocating soon?)
• Can you pass a mandatory drug test (includes testing for marijuana)?
• What interests you about the office coordinator position with Griffin HVAC?
• Tell us about your experience answering phones and assisting employees, customers, visitors, or vendors.
• Please tell us about your previous experience in office administration, administrative support, customer service, accounting support, or a similar role.
• This position requires managing day-to-day responsibilities while also responding to changing priorities and requests. How do you stay organized and make sure things don’t fall through the cracks?
• What do you like to do for fun?
• Do you feel like you have all of the required skills and are able to perform the essential functions of the position you applied for, as outlined in the job posting?

Experience:

• Office: 3 years (Preferred)

License/Certification:

• Driver’s License (Required)

Work Location: In person