HR and Administrative Coordinator at Tropic Mechanical

We Breathe Life into Great Buildings We will plan well, and work hard, guaranteed. Tropic Mechanical is South Florida’s premier Design-Build and Design-Assist HVAC contractor, specializing in delivering cutting-edge solutions for Healthcare, Institutional, Commercial, and Laboratory sectors. For over six decades, we have been transforming environments with innovative, reliable, and energy-efficient HVAC systems. Our team of professional engineers, project managers, and certified technicians are driven by a commitment to quality, safety, and sustainability. We pride ourselves on providing owner-driven, engineering-based HVAC solutions that deliver long-term value. Our approach integrates early-stage partnering to ensure accurate cost forecasting, seamless execution, and superior installation quality. We support our clients from concept through completion, offering turnkey solutions that guarantee efficiency, performance, and comfort. Position Summary The HR & Administrative Coordinator supports the Vice President of Human Resources and leadership team in assisting in day-to-day HR operations and administrative functions across the organization. This position plays a critical role in ensuring that office and field employees receive efficient HR support, that company policies and compliance standards are upheld, and that all administrative processes run smoothly. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced, project-driven environment like HVAC and mechanical contracting. Key Responsibilities Human Resources Support Assist the VP of HR in implementing HR policies, programs, and company-wide initiatives. Coordinate the full employee lifecycle — from recruitment and onboarding through separation. Support field and office hiring needs, including job postings, candidate screening, and background checks. Prepare and maintain accurate employee files, certifications, and training records. Coordinate new hire orientation and ensure completion of required safety and compliance training. Support benefits administration and assist employees with related questions. Track attendance, PTO, and timekeeping to support payroll accuracy. Assist with employee relations documentation, corrective actions, and investigations as directed. Help coordinate company events, recognition programs, and engagement activities. Administrative Support Provide administrative support to the VP of HR and leadership team. Service dispatch list daily Warranty claims and coordination with the service guys All billing for service, including opening and closing work orders Equipment rentals Ordering materials as needed Travel arrangements for workers traveling Handling all auto fleet repairs, oil changes coordinated through myself Assistance with AHCA event Worker certifications and trainings Manage office operations including supplies, vendor relationships, and facility maintenance requests. Support payroll processing through timesheet review and coordination with field supervisors. Maintain confidential personnel, safety, and compliance records. Prepare internal communications, reports, and HR dashboards as needed. Assist in coordinating safety meetings, compliance audits, and workers’ compensation documentation. Qualifications Associate or Bachelor’s degree in Human Resources, Business Administration, or related field preferred. 2–4 years of HR or administrative experience; construction or mechanical industry strongly preferred. Knowledge of employment laws, HR practices, and safety compliance requirements. Excellent communication, organizational, and problem-solving skills. Proficient in Microsoft Office (Excel, Word, Outlook) and HRIS systems. Ability to multitask and manage deadlines in a fast-paced, field-service environment. Demonstrated discretion in handling confidential information. Core Competencies Accountability and Dependability Strong Attention to Detail Confidentiality and Integrity Customer Service Orientation Effective Communication Adaptability and Initiative Team Collaboration Compensation & Benefits Competitive salary commensurate with experience Health, dental, and vision insurance Paid time off and company holidays Professional development and growth opportunities Supportive, family-oriented “Team Tropic” culture Employment Type: Full Time Years Experience: 3 - 5 years Bonus/Commission: No