What are the responsibilities and job description for the HVAC Operations Assistant position at Rabine?
Description
Summary/Objective
The Operations Assistant will develop future operational talent through hands-on, cross-functional experience while supporting day-to-day operations, customer communication, and technician coordination.
Essential Functions
Office & Dispatch Support
Qualifications
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Work Environment
This job operates in a professional office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands
This is largely a sedentary role. This role requires the individual to express or exchange ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly. This role requires the individual to make substantial movements (motions) of the wrists, hands, and/or fingers often. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.
Summary/Objective
The Operations Assistant will develop future operational talent through hands-on, cross-functional experience while supporting day-to-day operations, customer communication, and technician coordination.
Essential Functions
Office & Dispatch Support
- Answer incoming phone calls and route them appropriately
- Monitor and respond to shared inbox emails and service requests
- Assist with scheduling and dispatching technicians for service, maintenance, and site visits
- Communicate job details, schedules, and updates to technicians and internal team members
- Track technician arrivals, departures, and job status updates
- Perform data entry and system updates (work orders, assets, notes, job documentation)
- Assist with parts ordering, material handling, and vendor coordination
- Support job setup, closeout, and documentation accuracy
- Assist with customer outreach, confirmations, and follow-ups as needed
- Assist with job scoping and site visits alongside operations or sales staff
- Support estimates and proposal preparation (data gathering, scope input, formatting)
- Provide field assistance as needed (deliveries, tools, parts, job support)
- Help maintain shop organization, cleanliness, and inventory awareness
- Coordinate deliveries and pickups between vendors, shop, and job sites
- Learn company systems, workflows, and operational standards
- Take on increasing responsibility as skills, reliability, and confidence develop
Qualifications
- Associate’s Degree
- 1 years of HVAC experience preferred
- Experience with MS Office Suite
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Work Environment
This job operates in a professional office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands
This is largely a sedentary role. This role requires the individual to express or exchange ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly. This role requires the individual to make substantial movements (motions) of the wrists, hands, and/or fingers often. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.