HVAC Agreement Administrative Assistant

Commercial HVAC Agreement Administrative Assistant

We're seeking a detail-oriented HVAC Agreement Administrative Assistant to support preventative maintenance agreements, service contracts, and customer accounts. This role is ideal for someone who thrives in a fast-paced service environment and enjoys balancing customer support, contract administration, scheduling, and billing activities.

Key Responsibilities:

• Manage HVAC maintenance agreements, renewals, and customer account records
• Coordinate preventative maintenance scheduling and work order tracking
• Maintain CMMS/service databases, equipment histories, and contract documentation
• Support invoicing, billing, accounts receivable, credits, and rebills
• Serve as a primary contact for customers regarding service agreements and scheduling
• Generate reports, monitor contract status, and ensure accurate recordkeeping
• Provide day-to-day administrative support for service operations

Qualifications:

• Previous administrative, customer service, or service coordination experience (HVAC, construction, or field service industry highly preferred)
• Strong proficiency with Microsoft Office Suite, Outlook, Excel, Teams, and Adobe
• Excellent communication, organizational, and multitasking skills
• High attention to detail and ability to manage multiple priorities
• High school diploma required; Associate degree preferred
• Typing proficiency of 45+ WPM preferred

What We're Looking For:

A customer-focused professional who enjoys supporting operations, maintaining accurate data, and helping drive successful contract renewals while partnering with technicians, managers, and clients.