Administrative Assistant - HVAC Service Valleyview

Administrative Assistant - HVAC Service

The primary function of this role is to assist the HVAC department with financial billings and day-to-day flow of paperwork, answering phones and dispatching of service calls as necessary. The company 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.

Essential Duties / Responsibilities :

Include the following. Other duties may be assigned.

• 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 off 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, such as the S and N tracker, job cost reports as well as the OPS report.
• Prepare and send weekly payroll report information.
• Gathers 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.
• Ensures that all project billing and accounting deadlines are met and communicates exceptions as necessary.
• Follow up on open receivables for projects.
• Enter & 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 & filter lists as well as completion tracking.
• Prepare GPS tracking reports.
• Answer incoming phone calls as necessary.
• Work with staff from other departments as needed to resolve issues.
• Additional job duties / responsibilities as assigned by management.

Qualifications :

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education / Work Experience :

Computer Skills :

We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer / Veterans / Disabled.