Operations Assistant & Systems Coordinator

Company Description

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.

The Role

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.

The Mission

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.

What Your Day-to-Day Looks Like

• 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.
• What Makes You the Perfect Fit:
• 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.
• The "High-Bar" Requirements:
• 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.
• Why this isn't your average office job:

Most admin roles are about maintaining the status quo. This role is about disruption and growth. You will have a seat at the table, a voice in how we operate, and the satisfaction of seeing your processes directly increase the company's bottom line.We offer a stable, respectful environment where your organizational skills will be truly appreciated. You won’t be just another employee; you’ll be the person who makes our success possible. We value clear communication, a positive attitude, and a commitment to excellence.We are looking for someone who wants to grow with us. This role is designed as a stepping stone for a high-performer. We don't just want you to do a job; we want you to become an expert. To support your growth, we offer:

Compensation & Benefits Plan: Operations Assistant

• 1. Annual Salary: Base Salary Range
• Junior/Entry-Level ($20–$24/hour).
• Mid-Level (2–4 years experience Service Titan proficiency): $50,000 – $62,000 annually ($24–$30/hour).
• Senior/Assistant Manager Level (Proven track record in HVAC ops): $63,000 – $75,000 annually ($30–$40/hour)
• Pay Frequency: Weekly via Direct Deposit.
• Annual Review: A formal performance and compensation review will be conducted every 12 months to align with your growth into higher leadership roles.
• 2. Performance-Based Incentives (The "Success Share")
• Warranty Recovery Bonus: You will earn a % commission on all manufacturer warranty claims successfully processed and paid. This turns a clerical task into a profit-center for you.
• A/R Management Bonus: A quarterly bonus for maintaining an Accounts Receivable aging report where 95% of balances are under 30 days.
• Process Milestone Bonus: A one-time bonus for every five "Company Playbook" SOPs (Standard Operating Procedures) you help build and implement that successfully improve field efficiency.
• 3. Professional Development & Growth
• Service Titan Certification: After 90 days, the company will pay for and provide study time for you to become a Service Titan Certified Administrator.
• Continuing Education: 100% reimbursement for approved Microsoft Excel or Business Writing courses.
• Leadership Track: This role is intended to scale. As the company grows, you will have the first opportunity to transition into the Office Manager or Assistant Operations Manager position with corresponding salary increases.
• Retirement: 401(k) plan with a 3 % company match after 30 days of employment.

5. Paid Time Off (PTO)

• Vacation: 2 weeks to start given at time of hire.
• Paid Holidays: 8 standard holidays per year (e.g., New Year’s Day, Memorial Day, July 4th, Labor Day, Thanksgiving, Christmas).
• PTO: Earn 8 hours each quarter for good attendence

6. Perks & Tools

• Hardware: Company-provided high-performance laptop and dual-monitor setup for efficient Excel and Service Titan multitasking.
• Work Environment: A professional, supportive office culture where your ideas are heard, and your contribution to the "bottom line" is recognized daily.

Why Join Our Team?

• Growth & Professional Development:
• Certified Training: We will pay for you to become a Service Titan Certified Administrator, making you one of the most elite users of the industry's leading software.
• Skill Advancement: We provide access to advanced Microsoft Excel and Business Communications courses to sharpen your professional toolkit.
• Leadership Track: As you master our systems and help us scale, you will have the opportunity to transition into an Operations Lead or Office Manager role. We believe in promoting from within and will invest in the right person who proves they are indispensable.

Application Process:

• Provide an accurate work history on your resume with references. Work history gaps must be explained.
• Upon review, we will call you for a 30 minute initial interview
• 2nd interview will be in person in our office
• Final round applicants will take an online assessment test before hired
• Office hours are 7:30 am to 4:30 pm Monday through Friday. 40 hours minimum each week.

If you have any questions, please email me at joe.copley@heinzhvac.com

Benefits:

• 401(k) matching
• Employee discount
• Health insurance
• Paid time off
• Professional development assistance

Education:

• High school or equivalent (Required)

Ability to Commute:

• Vincennes, IN 47591 (Required)

Work Location: In person