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. 

Position Details

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

Benefits

As a 100% employee-owned company, we offer a comprehensive benefits package for you and your family:

• 401(k) plan with 50% company match (no cap) and immediate 100% vesting
• Medical, dental, and vision insurance (100% paid for employee)
• Annual bonus program based upon performance, achievement, and company profitability
• Term life, AD&D insurance, and voluntary life insurance
• Disability income protection insurance
• Pre-tax flexible spending plans (health and dependent care)
• Paid parental leave
• Paid holidays, vacation, and personal time
• Training/professional development opportunities and company-paid memberships for professional associations and licenses
• Wellness benefits 

About Southland Industries

As one of the nation’s largest MEP companies, Southland Industries is built on the foundation of great people. Since 1949, we have put our people first, enabling growth, professional achievement, and innovation. If you want to join a fast-paced environment where you’re engaged, challenged, and valued, apply now to join our dynamic team.

To learn more about careers at Southland, explore our career opportunities, follow us on social media, and check out our website.

Southland Industries and all its subsidiaries are an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing our employees with a safe work environment free of discrimination and harassment. All employment decisions at Southland Industries are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, gender, national origin, ancestry, age, disability, medical condition, marital status, family care or medical leave status, veteran status, or any other status protected by the laws or regulations in the locations where we operate. Southland Industries will not tolerate discrimination or harassment based on any of these characteristics. 

Contingent Employment: All employment offers are contingent upon successful drug tests, background checks, and professional reference checks. Roles that include driving as an essential job duty will be required to have a successful Motor Vehicle Record check (MVR). We are not able to offer sponsorship of employment at this time.

External Agency Announcement: Its Southland Industries' policy not to accept candidate submissions from recruiting agencies without an active and authorized work order. Candidate ownership can only be established after a bona fide work order is issued by a member of the Southland Industries Talent Acquisition team and the candidate is appropriately submitted through our Applicant Tracking System (ATS).