HVAC Office Assistant

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HVAC Office Assistant

The HVAC Office Assistant is a professional member of a team. This individual is responsible for the application of permits, warranty part ordering and claim submissions, customer follow up, creating proposals, invoices and answering calls for service calls and customer questions and concerns. This individual is also directly responsible for internal controls, policies, processes and procedures.

The HVAC Office Assistant is responsible for planning and organizing the activities of the parts and system ordering and HVAC related operation.

Primary responsibilities:

• Prepares proposals and invoices, including but not limited to follow up and check on closures of all open and past due invoices.
• Plans, organizes, and coordinates all activities of the general HVAC office related function to ensure proper & timely closures of activities.
• Implements controls and monitoring, including but not limited to, procurement approvals, inventory management (including counts and obsolescence),
• Helps to create accurate proposals that allow for the clear understanding of what must be delivered to our customers and answer their questions and concerns via calls or e-mails.
• Keep accurate records of all permit applications, warranty and non-warranty part ordering and proper invoicing, part & labor warranty claim submissions, new system or part registrations for customer warranty.
• Identifies process improvements and efficiencies, including the implementation of new systems and advises management with regards to resource utilization, tax strategies, and the assumptions underlying customer satisfactions.
• Manages various vendor and supplier accounts used in the parts and system ordering process and implements enhancements as required by growth and expansion.
• Ensures data accuracy and consistency for all related job functions.
• Maintains current and accurate accounting records and support.
• Leads and mentor's members of the administrative team including, but not limited to technical and field employees.
• Attracts, develops, and retains competent and committed staff members.
• Performs special projects and addresses ad hoc responsibilities as requested.
• Develops and maintains strong, collaborative relationships with functional and departmental leaders.
• Always maintains a professional image by:
• • Following safety policies and procedures.
  • Abiding by ALL standards of performance and code of ethics.
  • Maintaining a courteous demeanor with all customers and associates.
  • Professional attire
• Participates in ALL company-sponsored training classes.

Required knowledge, skills and abilities:

• Minimum of 1 year of HVAC permitting, parts and system ordering, warranty claim submission, warranty registrations and some accounting experience, with at least two years of office assistant experience
• Technically adept in understanding on how HVAC system works and adequate experience of various parts in a system.
• Knowledge of and experience with policies, procedures, and sound systems of internal controls.
• Ability to analyze financial data and prepare financial reports, statements and projections if needed.
• Strong computer skills including knowledge of computer financial applications and proficiency in Word, Excel, PowerPoint and Access.
• Proficient use of accounting systems including AP, AR, GL and Inventory.
• Background in building a team culture through being a team player, motivation, and training of other staff.
• Excellent verbal and written communication skills as well as excellent interpersonal skills.
• Valid driver's license and a clean driving record.
• Ability to pass a background check and drug screen.

Educational/certification requirements:

• Associate degree or equivalent HVAC office related work experience.

Environmental conditions:

• General office environment.

Physical requirements:

• Ability to stand, walk, and climb and lift up to 50 lbs.
• Ability to continually bend, kneel, stoop, stretch, climb, twist, and reach.
• Natural or corrected vision to see and focus for close, distance, peripheral vision with normal depth perception.