HVAC Operations Assistant
About The Position
Summary/Objective The Operations Assistant will develop future operational talent through hands-on, cross-functional experience while supporting day-to-day operations, customer communication, and technician coordination. Essential Functions Office & Dispatch Support Answer incoming phone calls and route them appropriately Monitor and respond to shared inbox emails and service requests Assist with scheduling and dispatching technicians for service, maintenance, and site visits Communicate job details, schedules, and updates to technicians and internal team members Track technician arrivals, departures, and job status updates Operational & Administrative Support Perform data entry and system updates (work orders, assets, notes, job documentation) Assist with parts ordering, material handling, and vendor coordination Support job setup, closeout, and documentation accuracy Assist with customer outreach, confirmations, and follow-ups as needed Field & Job Support Assist with job scoping and site visits alongside operations or sales staff Support estimates and proposal preparation (data gathering, scope input, formatting) Provide field assistance as needed (deliveries, tools, parts, job support) Shop & Logistics Support Help maintain shop organization, cleanliness, and inventory awareness Coordinate deliveries and pickups between vendors, shop, and job sites Learning & Development Learn company systems, workflows, and operational standards Take on increasing responsibility as skills, reliability, and confidence develop
Requirements
- Associate’s Degree
- 1+ years of HVAC experience preferred
- Experience with MS Office Suite
Responsibilities
- Answer incoming phone calls and route them appropriately
- Monitor and respond to shared inbox emails and service requests
- Assist with scheduling and dispatching technicians for service, maintenance, and site visits
- Communicate job details, schedules, and updates to technicians and internal team members
- Track technician arrivals, departures, and job status updates
- Perform data entry and system updates (work orders, assets, notes, job documentation)
- Assist with parts ordering, material handling, and vendor coordination
- Support job setup, closeout, and documentation accuracy
- Assist with customer outreach, confirmations, and follow-ups as needed
- Assist with job scoping and site visits alongside operations or sales staff
- Support estimates and proposal preparation (data gathering, scope input, formatting)
- Provide field assistance as needed (deliveries, tools, parts, job support)
- Help maintain shop organization, cleanliness, and inventory awareness
- Coordinate deliveries and pickups between vendors, shop, and job sites
- Learn company systems, workflows, and operational standards
- Take on increasing responsibility as skills, reliability, and confidence develop
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
