HVAC Administrative Assistant

Aston Carter•Garfield Heights, OH

3d•$21 - $21•Onsite

About The Position

The primary function of this role is to assist the HVAC department with financial billings and the day-to-day flow of paperwork, answering phones, and dispatching service calls as necessary. The goal is to continuously grow the revenues of the HVAC department while maintaining profits, satisfying customers’ requirements, and staying compliant with required guidelines. Additional duties include general clerical and project-based work as well as administrative support for the Service Manager in the HVAC Department. This job requires attention to detail with a focus on data entry, accuracy, and communication.

Requirements

Administrative support
Data entry
Customer service
Administration
Clerical skills
HVAC, Plumbing, or construction experience
Experience with Microsoft Office (Word, Excel, PowerPoint)
Strong customer service skills
Ability to work independently
Ability to think strategically and make sound decisions
Excellent organizational skills
Excellent written and verbal communication skills
Ability to prioritize in a fast-paced multi-task environment
Ability to perform basic business mathematical functions
High School Diploma or GED
3+ years’ experience in an administrative/billing role

Nice To Haves

Previous experience in the construction industry is a plus.
Ability and willingness to learn new systems and processes.
Building positive working relationships with multiple levels of employees and management.
Demonstrating integrity and professionalism.
Commitment to company values.
Ability to follow up on tasks and assignments in a timely manner.
Ability to work effectively in a team environment.

Responsibilities

Prepare, organize, and store information in paper and digital form.
Prepare various contract documents and complete project closeout documentation.
Dispatch Service Technicians.
Maintain all records in Falcon, including open tickets, creating new sites, and printing monthly work orders.
Assist project managers with job completion, including documentation, submitting bids, scheduling inspections, requesting permits, etc.
Produce various billing reports, summarizing and analyzing them as necessary.
Prepare and send weekly payroll report information.
Gather required records to compile all information needed for project billing.
Prepare credit memorandums and change order re-budget sheets to indicate returned or incorrectly billed products or services.
Ensure that all project billing and accounting deadlines are met and communicate exceptions as necessary.
Follow up on open receivables for projects.
Enter and maintain information in FMS to assist with project scheduling.
Enter Blue Tickets and follow up on all Blue Ticket tools and materials.
Create and process purchase orders. Submit vendor invoices to A/P for payment.
Maintain refrigeration usage logs.
Compile, maintain, and organize Citizens Bank information, including assets and filter lists and completion tracking.
Prepare GPS tracking reports.
Answer incoming phone calls as necessary.
Work with staff from other departments as needed to resolve issues.
Perform additional job duties/responsibilities as assigned by management.