Mechanical Service Administrative Assistant - Temp to Hire

Mechanical Service Administrative Assistant (Temp-to-Hire)

Position Summary

The Mechanical Service Administrative Assistant (Temp-to-Hire) plays a key role in supporting day-to-day service operations by managing purchasing activities, issuing and tracking purchase orders (POs), and ensuring accurate administrative support across the service function. This position partners closely with Service Coordinators, Technicians, Accounting, and vendors to ensure materials, documentation, and processes flow efficiently.

Note: This role is structured as a temporary-to-hire opportunity, with an initial assignment period of 6 months, and the potential for conversion to a full-time position based on performance, business needs, and overall fit.

Key Responsibilities

Service Purchasing & PO Management

• Issue and manage purchase orders (POs) in support of Service Coordinators and Technicians across the division (currently focused on Nevada, Arizona, and Utah)
• Create multiple POs as needed for refrigerant, truck stock, and individual service orders
• Issue POs for Fire Service vendors and ensure proper documentation and tracking
• Order parts and materials tied to active service orders, ensuring timely delivery
• Fulfill material requests from Service Coordinators and Technicians as needed
• Maintain visibility by copying Project Coordinators on service-related POs during the initial transition period
  
  
  

Materials Management & Logistics Support

• Assist with staging parts and materials for service jobs and technician needs
• Support receiving deliveries, verifying accuracy, and organizing materials
• Assist with parts returns, including wrong parts, excess materials, and warranty items
• Process warranty claims and coordinate with vendors for replacements or credits
  
  
  

Service Order & Invoice Support

• Partner with Accounting to resolve service invoice discrepancies, including:
• Missing purchase orders
• Duplicate invoices
• Unidentified or mismatched charges
• Ensure proper PO alignment to support timely invoice processing
  
  
  

Operational & Administrative Support

• Provide backup reception coverage during lunch periods or staff absences, as needed
• Maintain organized records of POs, orders, returns, and vendor communications
• Support continuous improvement of service purchasing processes
  
  
  

Qualifications

• High school diploma or equivalent required; associate degree preferred
• 2 years of administrative, purchasing, or service coordination experience (mechanical/HVAC or construction environment preferred)
• Experience with purchase orders and invoice processing
• Strong attention to detail and organizational skills
• Ability to manage multiple priorities in a fast-paced environment
• Proficiency in Microsoft Office and ERP systems
• Ability to lift, carry, and transport materials up to 50 lbs on a consistent basis
• Ability to move between office and warehouse/shop environments
• We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.*