HVAC Purchasing, Warehouse & Vendor Coordination (Full-Time, EST)

IMPORTANT: Warehouse & Purchasing Experience REQUIRED
This is an entry-level role; however, prior warehouse, inventory, or purchasing experience is mandatory.
HVAC experience (at least 1 year) is a STRONG PLUS
Willingness to provide character references and/or previous client contacts is a PLUS
Compensation & Schedule

Salary Range: $5-6 an hour
Schedule: Full-Time — 8:00 AM to 4:00 PM Eastern Standard Time (EST)
Remote / Virtual Position

About the Role
We are seeking a highly organized, detail-driven Virtual Assistant to support purchasing, inventory control, warehouse coordination, and vendor communications for a fast-paced U.S.-based HVAC company.
This role directly supports ownership, shop management, dispatch, and field technicians to ensure parts, equipment, and materials are available for jobs without delays.
If you excel in structured environments, communicate clearly in English, and can manage vendors, inventory, and purchase orders efficiently, this role may be an excellent fit.

Core Responsibilities
Purchasing & Inventory Control
• Create, process, and track purchase orders for HVAC equipment, parts, and materials
• Maintain accurate inventory records and investigate discrepancies
• Monitor stock levels to support job readiness
• Track usage and reorder points to prevent shortages

Vendor & Warehouse Coordination
• Communicate daily with vendors, suppliers, and warehouse contacts
• Confirm pricing, availability, and delivery timelines
• Resolve order issues, shortages, backorders, or delivery discrepancies
• Monitor incoming and outgoing in-shop repairs
Administrative & Data Management

Maintain organized records of:
• Purchase orders
• Vendor quotes and invoices
• Delivery confirmations
• Inventory usage and job costing
Additional tasks include:
• High-volume, error-free data entry
• Maintaining Excel trackers for real-time updates
• Submitting End-of-Day reports consistently

Internal Communication
Serve as a coordination bridge between:
• Owner / Shop Manager
• Field Technicians
• Vendors and Suppliers
• Dispatch Team

Provide clear updates on order status and inventory availability.
REQUIRED Qualifications (Non-Negotiable)

**Applicants who do not meet ALL requirements below will not be considered
• College Graduate
• Warehouse or Inventory Experience (REQUIRED)
• Purchasing and Vendor Coordination Experience (REQUIRED)
• Strong English Communication Skills (spoken and written)
• Comfortable working with U.S.-based teams via phone and email
• Full-time availability during EST business hours
• Stable internet connection and reliable workstation

Preferred / Advantage Qualifications
- At least 1 year of HVAC industry experience (STRONG PLUS)
- Experience handling HVAC parts, equipment, or service operations
- Familiarity with U.S. vendors and procurement processes
- Willingness to provide character references and/or previous client contacts
- Experience with Jobber, ---------- , or similar platforms is a plus

Ideal Candidate Traits
• Extremely detail-oriented and highly organized
• Results-driven with strong accountability
• Able to manage multiple priorities independently
• Calm under pressure in a fast-paced environment
• Professional phone presence
• Strong problem-solving skills

Please answer the following when applying:
1. How many years of experience do you have in warehouse, inventory, or purchasing roles?
2. Do you have experience working in the HVAC industry? If yes, please describe your responsibilities.
3. What types of purchase orders or procurement tasks have you handled?
4. Describe the inventory systems or tools you have used.
5. Have you communicated directly with U.S.-based vendors or suppliers? Please explain.
6. Are you available to work full-time from 8:00 AM to 4:00 PM EST?
7. What is your experience with Microsoft 365, Excel or Google Sheets for tracking data?
8. Describe a time you resolved a supply or delivery issue.
9. Can you provide character references or previous client contacts? (At least 3 – Name, Phone # and Email Address)
10. Why are you a strong fit for this role?
Application Process (READ CAREFULLY)

To be considered:
1. Submit your resume and a concise summary clearly detailing:
1. Warehouse / inventory experience
2. Purchasing experience
3. HVAC experience (if applicable)
2. Available within the day after being considered to go to the next process to take the exam.

NO EXAM = NO INTERVIEW
Incomplete applications will be automatically rejected.