HVAC Service Administrative Assistant

HVAC Service Administrative Assistant

S.A. Comunale is seeking an HVAC Service Administrative Assistant.

The primary function of this role is to assist the HVAC department and financial billings. The Company goal is to continuously grow the revenues of the Mechanical 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

• Prepare, organize and store information in paper and digital form
• Prepare various contract documents and complete project closeout documentation.
• 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.
• 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.
• Backup to Service Coordinator to assist with dispatching as necessary.
• 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

• High School Diploma or GED is required.
• 3+ years' experience in an administrative/billing role is required.
• Previous experience in the construction industry is a plus.
• Strong customer service skills and the ability and willingness to learn new systems and processes are required.
• Experience with Microsoft Office (i.e., Word, Excel, PowerPoint) applications is required.

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

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