HVAC Agreement Administrative Assistant

HVAC Agreement Administrative Assistant

We are seeking an organized and detail‑oriented administrative assistant to oversee preventative maintenance contracts and service agreements. The role requires strong organizational skills, attention to detail, and the ability to support field technicians and service managers by driving contract renewals and maintaining the smooth operation of client systems.

• Track and manage the lifecycle of HVAC planned maintenance agreements, including drafting documents, updating terms, and processing renewals.
• Update and maintain the Computerized Maintenance Management System (COINS), service agreements and customer equipment history.
• Serve as the primary point of contact for agreement holders, addressing inquiries, resolving scheduling issues, and communicating service updates.
• Process invoices, assist with agreement billing, and support accounts‑receivable activities (incl. new customer setup).
• Maintain accurate records, track and generate reports on contract status and renewals.
• Provide back‑up customer call handling and perform general, routine office duties for Operations & Maintenance contract sites, including handling office equipment and answering customer and technician calls.
• Maintain and operate CMMS as directed by supervisor; create work orders; maintain equipment history database; manage inventory and purchasing modules.
• Schedule, track, and monitor the contract renewal lifecycle, escalating issues to appropriate individuals for timely follow‑up.
• Update and process monthly preventive‑maintenance work orders and invoices, aligning labor hours and material purchases with agreements.
• Run query reports, research and reconcile service‑related transactions.
• Prepare and submit service billings in special invoice formats as defined by individual customer account handling requirements.
• Reconcile accounts‑payable exceptions and resolve accounts‑receivable disputes per the escalation process.
• Update and retain customer account information related to special billing conditions, tax status, invoice approval contacts, billing addresses, and special billing rates.
• Maintain the on‑site routine filing system of training records, subcontract data, and maintenance records.

• Prior administrative or customer‑service experience, ideally in HVAC, construction or field‑service environment.
• Familiarity and experience with Outlook, Excel, MS Office, Adobe and MS Teams.
• Excellent verbal and written communication skills for interacting with customers and technicians.
• Strong multitasking abilities with high attention to detail for contract tracking and data entry.
• Ability to simultaneously handle a large and diverse number of projects, tasks and issues with tact, cooperation and persistence.
• Ability to prioritize work activities based upon financial impact to desired business goals.
• High school diploma or equivalent; associate degree preferred.
• Proficient computer skills in Outlook, Microsoft Word and Excel.
• Ability to work independently and demonstrate solid organizational and attention‑to‑detail skills.
• Typing speed of at least 45 words per minute accurately.
• Exceptional customer‑service skills.
• Team player committed to working in a quality environment.