HVAC Administrator

JOB SUMMARY:

The HVAC Admin will assist with the general operation of the HVAC Business. This role will work in partnership with the Call Center, Dispatch, and Service Management teams to oversee project completion, process compliance, and customer service satisfaction for the HVAC department. This is NOT a remote position.

ESSENTIAL JOB FUNCTIONS:

• Work with the Call Center and Service Management to maintain customer reputation and the handling of customer concerns and/or requests.
• Perform satisfaction follow-up communication with customers after service visits. Track results and report any concerns to service management.
• Assist with task management to ensure all requests and needs are handled in a timely manner
• Assist with processing and monitoring Wells Fargo transactions to be compliant with accounting processes
• Create various reports as needed for the HVAC department
• Assist with onboarding of new HVAC employees as directed by Human Resources
• Order and maintain stock of company uniforms as needed
• Create and maintain HVAC employees and technician accounts and profiles within the CRM
• Responsible for collecting and tracking all payments (cash and manual checks) from the field and turn into accounting on a weekly basis. This includes timely reporting of any missing cash and weekly deposits
• Assist with resolving open A/R for the HVAC Department to include contacting the customer for non-payment, declines/failed payments, returned checks, and missing documentation
• Assist service and branch management with the refund request process as needed
• Assist service and branch management to schedule and coordinate weekly meetings with field staff, scheduling 1:1s, performing reviews, fleet maintenance, vehicle inventory, and other duties as requested
• Assist install coordination and sales coordinator when necessary
• Assist HVAC Service Manager and Technical Supervisor with various tasks as needed
• Assist HVAC Branch Manager with various tasks as needed

QUALIFICATIONS/ABILITIES:

• Detail oriented and highly organized with exceptional follow-through abilities.
• Ability to conduct business in a mature, courteous, an professional manner
• Ability to travel to other branches for training or to provide administrative support, if necessary
• Excellent customer service and problem-solving
• Strong typing skills

EDUCATION/EXPERIENCE REQUIREMENTS:

• Strong Microsoft Office experience (Excel, Word, Outlook, Teams, PowerPoint)

• High School Diploma or equivalent required

• REQUIRED:

• Clean Driving Record
• Ability to Pass Pre-Employment Background Check and Physical/Drug Screen

PREFERRED:

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

• Ability to sit for prolonged periods of time
• Ability to work on a computer for prolonged periods of time
• Ability to lift up to 30lbs

BENEFITS:

Compensation: Based on experience

Benefits: Standard benefit plan for full-time, regular employees

SCHEDULE:

Monday-Friday 8am-5pm; can change as business needs change