Operations Assistant & Systems Coordinator

Founded in 1924, Heinz HVAC & Plumbing has been a trusted name in Vincennes and surrounding communities for nearly a century. Renowned for precision, dedication, and reliability, the company has played a pivotal role in both industrial projects and residential comfort. As a fourth-generation family-owned business, Heinz HVAC & Plumbing continues to evolve by integrating advanced technology and top industry talent.

Today, the company remains committed to delivering exceptional residential and commercial HVAC and plumbing services with a legacy of excellence.

As the Operations Assistant, you will be the right hand to the Operations Manager, acting as the primary link between our field work and our office's financial health. We aren't looking for a "temp"—we are looking for a career-minded professional who takes pride in clean data, organized files, and helping a local business operate at its highest potential.

We are looking for a powerhouse to serve as the Operations Assistant—the literal engine of our company. You won't just be "handling paperwork"; you will help be the architect of our internal systems. Working directly alongside the Operations Manager, you will take our Service Titan implementation to the next level, ensuring every dollar is accounted for, and every process is documented for scale.

• Service Titan Management:
  You’ll maintain the integrity of our Service Titan platform, ensuring all job details are logged correctly, invoices are dispatched, and customer records are pristine.
• Financial & Administrative Support:
  You’ll take the lead on Accounts Receivable and Payable, ensuring our vendors are happy and our collections are current.
• Financial Integrity:
  You will help own the Revenue Cycle. This means aggressive A/R management (no money left on the street), precise A/P, and mastering the complex "game" of HVAC warranty claims to maximize recoveries.
• The Playbook:
  You will help turn our "tribal knowledge" into a professional company. You’ll use Microsoft Word to draft Standard Operating Procedures (SOPs) and Excel to build dashboards that tell us the "truth" about our numbers.
• Strategic Execution:
  When the Operations Manager says, "We need to launch a new maintenance plan," you are the one who builds the spreadsheet, sets up the codes in the system, and helps train the team.
• Warranty Specialist:
  You will own the warranty paperwork process, navigating manufacturer portals to ensure we receive the credits and reimbursements our team has earned.
• Process Documentation:
  You will help the Operations Manager build "The Playbook." This involves using Microsoft Word to write down our office procedures and Excel to track our weekly progress and performance stats.

• A "Partner" Mentality:
  You enjoy supporting a leader. You find satisfaction in clearing the "clutter" off the Operations Manager’s desk so the whole team can move faster.
• Attention to Detail:
  You are the person who catches the missing comma or the miscalculated total. You believe if a job is worth doing, it’s worth doing accurately.
• Tech-Savvy:
  You are comfortable jumping between software. You know your way around Excel formulas and can format a professional Word document without help.
• Strong Ethics & Reliability:
  You understand that handling money and sensitive data requires absolute integrity. You show up for your team every day.

• Critical Thinking:
  You don't wait for instructions. You see a problem (like a missing rebate or a billing error) and you solve it before anyone else notices.
• The "Clean" Spreadsheet Rule:
  You should be proficient in Excel (VLOOKUPs, IF statements, and pivot tables aren't scary to you). You believe that if data isn't clean, it’s useless.
• Extreme Ethics:
  You will be handling the company's "checkbook" and sensitive customer data. Integrity isn't a buzzword for you; it's your baseline.
• HVAC Fluency:
  You understand that this industry moves fast. You can pivot from a warranty dispute to an emergency dispatch without losing your cool.

Most admin roles are about maintaining the…