HVAC Agreement Administrative Assistant

Comfort Systems USA Southwest•Chandler, AZ

About The Position

We are seeking an organized and detail-oriented HVAC Agreement Administrative Assistant to assist with overseeing our preventative maintenance contracts and service agreements. You will manage maintenance contracts and customer accounts. Key duties include processing renewals, scheduling maintenance, maintaining service databases, and supporting billing. This role requires strong organizational skills and attention to detail to ensure seamless field operations. Your work ensures our clients’ systems run smoothly while driving contract renewals and supporting our field technicians and service managers.

Requirements

Prior administrative or customer service experience, ideally in an HVAC, construction, or field-service environment.
Familiarity and experience with Outlook, Excel, MS Office, Adobe, MS Teams.
Excellent verbal and written communication skills to effectively interact with customers and technicians.
Strong multitasking abilities with a high level of attention to detail for contract tracking and data entry.
Strong interpersonal skills to effectively communicate with both internal and external clients.
Ability to simultaneously handle a large and diverse number of projects, tasks and issues with tact, cooperation, and persistence.
Ability to prioritize work activities based upon financial impact to desired business goals.
High school diploma or equivalent education.
Proficient computer skills within the following applications: Outlook, Microsoft Word, Excel.
Ability to perform work independently and demonstrate solid organizational and attention to detail skills.
Ability to type a minimum of 45 w.p.m. accurately.
Ability to pay close attention to detail.
Ability to demonstrate exceptional customer service skills.
Must be a team player and committed to working in a quality environment.

Nice To Haves

Associate degree preferred.

Responsibilities

Track and manage the lifecycle of HVAC planned maintenance agreements, including drafting documents, updating terms, and processing renewals.
Update and maintain Computerized Maintenance Management Systems, service agreements, and customer equipment history.
Serve as the primary point of contact for agreement holders, addressing inquiries, resolving scheduling issues, and communicating service updates.
Process invoices and assist with agreement billing.
Maintain accurate records, track and generate reports on contract status and renewals.
Under direct supervision, track and provide direct support for the planned service agreement renewal process.
Actively participate in accounts receivable activities such as new customer set up/equipment.
Provide back-up customer call handling, as needed.
Provide administrative, day-to-day support in the operational areas.
Perform general, routine office duties for Operations & Maintenance (O&M) contract sites, following standard procedures and specific instructions.
Maintain Computerized Maintenance Management System (COINS), which may include opening and closing work orders, maintaining equipment status, managing work order back log, maintaining inventory tracking system, and purchasing system.
Responsible for the scheduling, tracking, and monitoring of the contract renewal life cycle process with the account accounts.
Escalate issues to appropriate individuals for timely follow-up as required.
May require direct interaction with customers for follow-up to secure purchase orders or to meet special invoicing conditions.
Update/process monthly PM workorders and PM Invoices.
Align costs, such as labor hours, material purchases to agreements.
Run query reports, research, and reconcile other service-related transactions.
May prepare and submit service billings in a special invoice format as defined by individual customer account special handling requirements.
Reconcile accounts payable exceptions as necessary.
Research, resolve, or escalate accounts receivable disputes as outlined in the escalation process.
Work with Accounts Receivables contact to assist with resolution of A/R issues.
Determine appropriate actions for timely resolution.
If needed, will interact with Customer to resolve receivable issues.
Process invoice credits and re-bills, as necessary.
Update and retain customer account information related to special billing conditions, tax status, invoice approval contacts, billing addresses and special billing rates up-to-date.
Provide additional service administration support, as required.
Maintain and operate CMMS as directed by Supervisor; create workorders; create and maintain equipment history database; manage inventory tracking module, purchasing module, etc.
Manage on-site routine filing system of training records, subcontract data, maintenance records, etc.
Operate office equipment.