HVAC Service Administrative Assistant

Job Summary

HVAC Service Administrative Assistant at S.A. Comunale. Supports the HVAC department and financial billing efforts, maintaining revenue growth and compliance. Responsibilities include clerical support, project documentation, billing, and administrative assistance for the Service Manager.

• 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, and the OPS report
• Gather required records to compile all information needed for project billing, prepare credit memorandums, and create change order re-budget sheets to indicate returned or incorrectly billed products or services
• Ensure all project billing and accounting deadlines are met and communicate 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
• Back up the 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

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

Equal Opportunity Employer/Veterans/Disabled.