Operations Assistant

Benefits

• 401(k)
• Company parties
• Competitive salary
• Health insurance
• Paid time off
• Profit sharing
• Training & development
• Wellness resources

JOB TITLE:

Operations Assistant

DEPARTMENT:
Commercial HVAC Service Operations

REPORTS TO:

Procurement & Warranty Manager

The Operations Assistant provides both administrative and hands‑on operational support for the Commercial HVAC Service Department. This position assists with warranty administration, equipment and parts returns, subcontractor agreements, service documentation, inventory coordination, and general operational support. The ideal candidate is highly organized, detail‑oriented, and willing to work both in the office and in warehouse or field‑support environments as needed.

• Process equipment and parts warranty claims with manufacturers and suppliers.
• Review technician documentation to verify warranty eligibility.
• Coordinate Return Material Authorizations (RMAs) and track returned parts.
• Monitor warranty claim status and follow up on pending approvals and credits.
• Maintain warranty records and supporting documentation.
• Assist accounting with warranty reimbursement tracking and reconciliation.

• Assist with onboarding subcontractors and maintaining vendor records.
• Collect and track certificates of insurance, W-9 forms, licenses, and compliance documents.
• Prepare subcontract agreements and coordinate execution of contracts.
• Maintain subcontractor files and agreement databases.
• Track agreement expiration dates and renewal requirements.
• Support project and service managers with subcontractor coordination.

• Assist with receiving, organizing, and tracking returned equipment and parts.
• Coordinate shipment of warranty return items to manufacturers and vendors.
• Maintain accurate inventory records related to warranty and return materials.
• Assist with material staging and operational logistics as needed.

• Generate operational reports related to warranty recoveries, subcontractor compliance, and service activities.
• Maintain organized electronic and physical filing systems.
• Assist with process improvement initiatives and operational efficiency programs.

• High school diploma or equivalent required.
• Associate degree in business, operations, construction management, or related field preferred.
• Two or more years of experience in operations, service administration, construction administration, warranty coordination, or related roles.
• Experience in HVAC, mechanical contracting, construction, industrial services, or facilities management preferred.
• Strong proficiency with Microsoft Office, particularly Excel and Outlook.
• Strong organizational and time‑management skills.
• Ability to manage multiple priorities and deadlines.
• Excellent communication and customer service skills.

• Knowledge of commercial HVAC equipment and service operations.
• Experience processing warranty claims and vendor returns.
• Familiarity with subcontractor agreements and compliance documentation.
• Inventory and warehouse coordination experience.
• Contract administration experience.

• Ability to work in both office and warehouse environments.
• Ability to lift and move materials weighing up to 40 pounds.
• Ability to stand, walk, bend, and perform light physical work as needed.
• Ability to operate office equipment and computer systems.

• Competitive hourly wage: $19.00–$23.00 per hour based on experience.
• Medical, dental, and vision insurance.
• 401(k) Opportunity with supplemental Profit Sharing
• Paid vacation and holidays.
• Professional development opportunities.