About Johnson Barrow

Johnson Barrow is a leading HVAC manufacturers’ representative in the Pacific Northwest, dedicated to helping people succeed by delivering unbiased consultative services and premium quality mechanical equipment. For over 60 years, we have partnered with engineers, contractors, and building owners to design and implement high-performance building systems that balance energy efficiency, operational reliability, and occupant comfort. Our culture is entrepreneurial at its core — we empower our people to think like business owners, act with urgency, and build lasting relationships. Guided by our values, we stand by every project from concept through completion, advocating for our customers every step of the way.

Position Summary

The Office Coordinator plays a vital role in supporting the day-to-day operations of the office and ensuring a seamless, professional experience for employees, clients, and visitors. This position goes beyond traditional administrative duties and serves as a central hub for coordination, organization, and operational support across the office.

The ideal candidate is proactive, detail-oriented, and takes ownership of keeping the office running smoothly. This individual will function as a true extension of office leadership—anticipating needs, managing logistics, and supporting the sales and operations teams so they can stay focused on serving customers and driving business results.

Key Responsibilities:

Office & Operations Support

• Coordinate daily office operations to ensure a well-organized, efficient, and professional work environment
• Oversee building and resource management, including printers, office equipment, and supply inventory
• Manage ordering and stocking of office supplies, paper, and other essential materials
• Coordinate routine facility needs such as cleaning schedules, maintenance requests, and trash/recycling pick-ups
• Serve as a primary point of contact for vendors and building-related services
• Maintain organized office systems, files, and shared resources

Event Planning & Coordination

• Plan and coordinate client and employee events, including logistics, scheduling, vendor coordination, and on-site support
• Manage event timelines, materials, and follow-through to ensure successful execution
• Assist with internal meetings, team gatherings, and company celebrations
• Support post-event communication and documentation as needed

Client & Sales Team Coordination

• Support client engagement efforts by helping track interactions, follow-ups, and key activities
• Coordinate the preparation and sending of thank-you notes and other client communications in partnership with the sales team
• Assist with tracking sales team activities, meetings, and internal reporting needs
• Help ensure consistent and professional communication with clients and partners

Administrative & Scheduling Support

• Provide general coordination support for leadership and team members, including scheduling and calendar management
• Assist with organizing internal communications, meetings, and office initiatives
• Help maintain accurate records and documentation related to office operations
• Identify opportunities to improve processes and increase efficiency across the office

Qualifications:

• 2+ years of experience in office coordination, administrative support, operations support, or a similar role
• Strong organizational and time management skills with the ability to manage multiple priorities
• Excellent communication and interpersonal skills
• Proactive mindset with the ability to anticipate needs and solve problems independently
• High attention to detail and a strong sense of ownership
• Proficiency with Microsoft Office (Outlook, Excel, Word, Teams) and basic office technology
• Experience coordinating events or managing office logistics is strongly preferred

Working Conditions

• Office-based role with standard business hours, Monday–Friday.
• Occasional early morning, evening, or weekend work to support events or deadlines.
• Limited travel may be required for training or sales support.

Physical Requirements

• Ability to sit for extended periods while working at a computer.
• Ability to occasionally lift up to 20 pounds (event materials, binders, office supplies).
• Ability to walk between departments and assist with light office tasks as needed.

Compensation

This is a non-exempt, hourly position offering competitive pay at $25-28/hr or depending on experience, with eligibility for overtime. 

Total Rewards

At Johnson Barrow, we believe in recognizing and rewarding the contributions of our employees. Our total rewards package is designed to support your financial success, personal well-being, and professional growth, and includes:

• Competitive compensation with bonus opportunities tied to individual and company performance
• Medical, dental, and vision insurance
• Health savings account (HSA) and flexible spending account (FSA) options
• Life and disability insurance
• 401(k) retirement savings plan with company match
• Paid time off (vacation, sick leave, and holidays)
• Employee assistance program (EAP)
• Professional development and training opportunities
• Tuition reimbursement program
• Volunteer time and wellness initiatives

EEO Statement

At Johnson Barrow, we believe our strength comes from the diverse experiences, backgrounds, and perspectives of our people. We are committed to creating a workplace where everyone feels respected, valued, and supported to succeed. We welcome applicants of all races, colors, ancestries, national origins, religions, creeds, ages, sexes, genders, gender identities and expressions, sexual orientations, marital or family statuses, pregnancies, physical or mental disabilities, genetic information, veteran or military statuses, and any other characteristics protected by applicable federal, state, provincial, or local laws. Guided by our core values: Helping People Succeed, Building Partnerships for Life, Relentless Customer Service, and a Sense of Urgency, we strive to ensure every team member can contribute fully and thrive.

About Johnson Barrow

Johnson Barrow is a leading HVAC manufacturers’ representative in the Pacific Northwest, dedicated to helping people succeed by delivering unbiased consultative services and premium quality mechanical equipment. For over 60 years, we have partnered with engineers, contractors, and building owners to design and implement high-performance building systems that balance energy efficiency, operational reliability, and occupant comfort. Our culture is entrepreneurial at its core — we empower our people to think like business owners, act with urgency, and build lasting relationships. Guided by our values, we stand by every project from concept through completion, advocating for our customers every step of the way.

Position Summary

The Office Coordinator is responsible for creating a professional and welcoming experience for visitors, customers, and employees. This position serves as the first point of contact for the office and plays a key role in keeping daily operations organized and running smoothly.

This role focuses primarily on front desk and reception responsibilities, including greeting visitors, answering phones, and supporting office operations. The position also provides light administrative and marketing support, offering an opportunity to learn about business operations, customer engagement, and the HVAC industry.

This is an ideal role for someone early in their career who enjoys interacting with people, staying organized, and contributing to a positive team environment.

Key Responsibilities

• Serve as the primary point of contact for visitors, customers, and vendors, providing a professional and welcoming first impression.
• Answer and direct incoming phone calls in a courteous and efficient manner.
• Manage the front desk area, ensuring the workspace is organized, presentable, and ready for guests.
• Receive and distribute mail, packages, and deliveries.
• Maintain visitor logs and support office security and check-in procedures.
• Coordinate conference room scheduling and prepare meeting spaces for internal and customer meetings.
• Provide general administrative support to sales, marketing, and leadership teams as needed.
• Assist with scheduling meetings and maintaining shared calendars.
• Help manage office supplies, kitchen inventory, and basic office organization.
• Support coordination of travel arrangements and meeting logistics when required.
• Assist with filing, document preparation, and data entry.
• Assist with coordinating customer events such as lunch-and-learns, meetings, and office visits.
• Help prepare presentation materials, name badges, and basic marketing collateral.
• Support internal communications and announcements across the office.
• Assist with maintaining organized marketing and customer contact records.

Qualifications

• Experience in front desk, office coordinator, or customer service function.
• Strong organizational, scheduling, and time-management skills.
• Excellent written and verbal communication skills with a service-oriented mindset.
• Proven ability to manage multiple priorities in a fast-paced, deadline-driven environment.
• Proficiency with Microsoft Office and business productivity tools; experience with scheduling systems and CRM platforms is a plus.
• High attention to detail and commitment to accuracy.
• Proactive, dependable, and comfortable working independently while supporting multiple teams.
• Professional presence and ability to interact effectively with leadership, customers, and vendors.

Working Conditions

• Office-based role with standard business hours, Monday–Friday.
• Occasional early morning, evening, or weekend work to support events or deadlines.
• Limited travel may be required for training or sales support.

Physical Requirements

• Ability to sit for extended periods while working at a computer.
• Ability to occasionally lift up to 20 pounds (event materials, binders, office supplies).
• Ability to walk between departments and assist with light office tasks as needed.

Compensation

This is a non-exempt, hourly position offering competitive pay at $25-28/hr or depending on experience, with eligibility for overtime. 

Total Rewards

At Johnson Barrow, we believe in recognizing and rewarding the contributions of our employees. Our total rewards package is designed to support your financial success, personal well-being, and professional growth, and includes:

• Competitive compensation with bonus opportunities tied to individual and company performance
• Medical, dental, and vision insurance
• Health savings account (HSA) and flexible spending account (FSA) options
• Life and disability insurance
• 401(k) retirement savings plan with company match
• Paid time off (vacation, sick leave, and holidays)
• Employee assistance program (EAP)
• Professional development and training opportunities
• Tuition reimbursement program
• Volunteer time and wellness initiatives

EEO Statement

At Johnson Barrow, we believe our strength comes from the diverse experiences, backgrounds, and perspectives of our people. We are committed to creating a workplace where everyone feels respected, valued, and supported to succeed. We welcome applicants of all races, colors, ancestries, national origins, religions, creeds, ages, sexes, genders, gender identities and expressions, sexual orientations, marital or family statuses, pregnancies, physical or mental disabilities, genetic information, veteran or military statuses, and any other characteristics protected by applicable federal, state, provincial, or local laws. Guided by our core values: Helping People Succeed, Building Partnerships for Life, Relentless Customer Service, and a Sense of Urgency, we strive to ensure every team member can contribute fully and thrive.

About Us:

Formed in 2007, Mechanical Technologies has earned an impeccable reputation in the contracting and engineering communities and has experienced steady and sustainable growth. We specialize in product-based solutions for commercial, industrial, and institutional HVAC challenges. We provide a complete inventory plus application assistance to owners, architects, engineers, and contractors. Our emphasis is working closely with customers to deliver the highest quality skills, systems, and service in a timely and cost-effective manner while providing the most energy-efficient and lowest maintenance solutions.

Role: Executive Assistant

As an Executive Assistant at Mechanical Technologies, you will support our team by managing calendars, coordinating meetings, arranging travel, and preparing documents. Strong organizational and communication skills are essential. We are looking for an individual with administrative experience and proficiency in Microsoft Office. This role offers an opportunity for growth and development within our dynamic company!

Responsibilities:

• Assist in coordinating and managing daily administrative tasks to ensure timely completion.
• Support executives in managing calendars, meeting spaces, attendee lists, agendas, and meeting minutes.
• Help review executive calendars to minimize scheduling conflicts and promote effective time management, providing daily reminders as needed.
• Assist in scheduling and booking travel arrangements, including flights, hotels, and restaurant reservations.
• Prepare and edit correspondence, reports, and presentations while maintaining accuracy and confidentiality.
• Serve as a point of contact between executives and internal/external stakeholders, professionally handling communications and inquiries.
• Organize and manage executive files and documents, ensuring easy access and up-to-date records.
• Support special projects as needed, helping to ensure timely completion and alignment with team goals.
• Extract basic data from ERP & CRM systems as required.
• Demonstrate strong planning and time management skills.

Requirements:

• 1-3 years of experience in an administrative support role, preferably related to executive assistance.
• Familiarity with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and willingness to learn other relevant software.
• Strong organizational skills with the ability to manage multiple tasks and priorities effectively.
• Good communication skills, both written and verbal, with attention to detail.
• Ability to work independently and make decisions within established guidelines.
• Interest in the HVAC industry is a plus.

Estimated compensation: $59,000-$71,000/yr with flexibility based on experience and skills.

Mechanical Technologies provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

About Us
At Johnson Barrow, we believe that our strength starts with a passion for excellence. Our 60 years of innovation allows us to be one of the most established and respected HVAC organizations in the Pacific Northwest. We are proud to be on the cutting edge of system technology, which is extremely critical in today's energy conscious market. By continually striving to foster a positive, supportive culture, we not only hold ourselves to the highest standard for our customers but enjoy and take great pride in the work we do!

Position Summary

Johnson Barrow is seeking a highly organized, proactive Executive Assistant to support our Executive Leadership Team This role is essential to the effectiveness of our leadership team and requires exceptional organizational skills, strong communication abilities, and the discretion to manage sensitive information. The Executive Assistant will act as a trusted partner, helping coordinate priorities across sales, operations, and executive leadership in a fast-paced, project-driven commercial HVAC environment.

Key Responsibilities

• Provide high-level administrative support to the VP of Sales, VP of Operations, and Managing Partner, including complex calendar management, scheduling, and coordination across multiple leaders
• Manage travel arrangements, itineraries, and expense reporting for assigned executives
• Prepare, review, and edit correspondence, presentations, reports, and executive-level documents
• Serve as a key liaison between leadership and internal teams, customers, manufacturers, and external partners
• Manage and prioritize incoming communications, ensuring timely responses and appropriate escalation
• Coordinate leadership meetings, sales meetings, and operational reviews, including agenda preparation, note-taking, and follow-up on action items
• Assist with project coordination related to sales initiatives, operational priorities, and strategic planning efforts
• Help align schedules and priorities between sales and operations leadership to support efficient decision-making
• Maintain organized digital and physical filing systems, including contracts and confidential documents
• Handle sensitive and confidential information with professionalism and discretion
• Support special projects and provide general administrative support as needed

Qualifications

• 3+ years of experience as an Executive Assistant or in a senior administrative support role
• Proven ability to support multiple senior leaders simultaneously
• Exceptional organizational, time management, and multitasking skills
• Strong written and verbal communication abilities
• High level of professionalism, discretion, and confidentiality
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with Teams and CRM systems preferred
• Ability to work independently, anticipate leadership needs, and proactively solve problems
• Strong attention to detail and follow-through

Preferred Qualifications

• Experience supporting leadership in commercial HVAC, construction, engineering, or related industries
• Familiarity with manufacturers’ representative firms or project-based organizations
• Associate’s or Bachelor’s degree

Key Competencies

• Strong judgment and discretion
• Excellent interpersonal and relationship-building skills
• Ability to manage shifting priorities in a dynamic environment
• Proactive, solutions-oriented mindset
• Calm, professional demeanor under pressure

Compensation: $80,000 - $100,000 annually 

This is a full-time, exempt position with competitive compensation based on experience and qualifications, plus eligibility for Johnson Barrow’s performance-based bonus program. The company also offers a comprehensive benefits package and reimburses all business travel expenses in accordance with company policy.

Total Rewards

At Johnson Barrow, we believe in recognizing and rewarding the contributions of our employees. Our total rewards package is designed to support your financial success, personal well-being, and professional growth, and includes:

• Competitive compensation with bonus opportunities tied to individual and company performance
• Medical, dental, and vision insurance
• Health savings account (HSA) and flexible spending account (FSA) options
• Life and disability insurance
• 401(k) retirement savings plan with company match
• Paid time off (vacation, sick leave, and holidays)
• Employee assistance program (EAP)
• Professional development and training opportunities
• Tuition reimbursement program
• Volunteer time and wellness initiatives

EEO Statement

At Johnson Barrow, we believe our strength comes from the diverse experiences, backgrounds, and perspectives of our people. We are committed to creating a workplace where everyone feels respected, valued, and supported to succeed. We welcome applicants of all races, colors, ancestries, national origins, religions, creeds, ages, sexes, genders, gender identities and expressions, sexual orientations, marital or family statuses, pregnancies, physical or mental disabilities, genetic information, veteran or military statuses, and any other characteristics protected by applicable federal, state, provincial, or local laws. Guided by our core values: Helping People Succeed, Building Partnerships for Life, Relentless Customer Service, and a Sense of Urgency, we strive to ensure every team member can contribute fully and thrive.