CTC- Office Admin

Office Administrator About Us Comfort Temp Company is the parent company of CT Mechanical and Comfort Temp HVAC & Plumbing. Since 1985, our teams have supported commercial and residential customers across Gainesville, Jacksonville, Orlando, and Tampa. Our Gainesville corporate office supports the people, systems, and operations that keep both companies moving forward.

The Office Administrator plays an important role in that work by creating an organized, professional, and welcoming environment for employees, candidates, visitors, and business partners.

Job Summary

The Office Administrator is the central point of coordination for the Gainesville corporate office. This position supports Human Resources, Marketing, Finance, Operations, and employees across both CT Mechanical and Comfort Temp HVAC & Plumbing. While a significant portion of the daily workload supports Human Resources, this is a corporate shared-services position rather than an HR-only role.

The Office Administrator manages front-office activities, coordinates meetings and events, supports employee onboarding and documentation, maintains office resources, and helps ensure information reaches the right people at the right time. The ideal candidate is welcoming, organized, dependable, and comfortable managing several priorities while protecting confidential information.

This role is well suited for someone who notices what needs to be done, communicates clearly, and takes pride in helping an office run smoothly.

Key Responsibilities

Serve as the first point of contact for the Gainesville corporate office — answering and routing phone calls, greeting visitors, and directing inquiries to the appropriate team. Set up and break down spaces for meetings, trainings, and company events, ensuring rooms and materials are ready before each session and restored afterward.

Order and manage employee business cards and badging/building access, coordinating with vendors and IT/Facilities as needed. Coordinate company events (potlucks, holiday parties, team gatherings, and similar). Coordinate logistics for interviews, onboarding sessions, and cross-functional meetings, including scheduling across CTM and CTHP teams.

Maintain and order office supplies for all offices. Assist with company-wide mailings, communications, and document distribution across all four markets. Provide administrative support to other corporate functions (HR, Marketing, Finance, Operations) as workload requires. Handle sensitive and confidential information with discretion.

Other duties as assigned. Required Qualifications High school diploma or equivalent. At least two years of administrative, office-support, or related professional experience. Proficiency with Microsoft Outlook, Word, and Excel. Ability to learn and accurately use HRIS, payroll, and other company systems. Strong organizational skills with consistent attention to detail.

Clear and professional written and verbal communication. Ability to manage multiple responsibilities, deadlines, and requests from different departments. Sound judgment and discretion when handling confidential employee and company information. Ability to work independently while remaining responsive and collaborative.

Dependable attendance and the ability to work on-site at the Gainesville corporate office.

Preferred Qualifications

Associate degree in business administration, human resources, office administration, or a related field. Administrative experience within construction, HVAC, plumbing, or a multi-location service organization. Previous experience supporting Human Resources, employee onboarding, compliance documentation, or company events.

Familiarity with HRIS, payroll, scheduling, or employee-record systems. Work Environment This is an in-office position based at the Gainesville corporate location. The role regularly interacts with employees, candidates, visitors, vendors, and leaders across multiple departments. Occasional local or regional travel to support the Jacksonville, Orlando, or Tampa markets may be required.

Company Culture Our work is guided by four core values: Do what you say. Do what it takes. Walk with purpose. Do the right thing. We are looking for someone who demonstrates these values through reliability, service, accountability, and respect for others.

Benefits

Medical, dental, and vision insurance 401(k) with company match Paid holidays and vacation time Career-development and advancement opportunities Supportive and collaborative workplace culture Equal Employment Opportunity Comfort Temp Company is an equal opportunity employer. Employment decisions are based on qualifications, business needs, and the ability to perform the essential responsibilities of the position.