HVAC Office Assistant

Job Title: HVAC Office Assistant

Company: Bassett Mechanical

Location: Kaukauna, WI

Description: Administrative support to the Operations and Sales team based on established departmental, company and ISO procedures, while meeting the Internal/External customer commitments in a professional, high quality, and timely manner. Provides back-up for other area Service Coordinators, Service Assistants and Project Assistants when needed.

Project Responsibilities:

• Assist Project Solutions Representatives (PSRs) with new customer set up, project booking, and job set up process within the Service operating system
• Create, distribute, and ensure compliance of subcontracts as requested by Project Solutions Representatives.
• Coordinate and complete all necessary ISO paperwork required for each project, upon request from PSR.
• Understand Tax Exempt Entity rules and utilize knowledge in job set up. Consult with accounting resources as needed.
• Assist Project Solutions Representatives with obtaining equipment/parts costs and availability either through the Bassett Procurement team or direct with the vendor as requested
• Assist Project Solutions Representatives with scheduling/coordination of manpower and subcontractors
• Work closely with Project Solutions Representatives to develop, assemble, and distribute O & M Manuals as required for the job, both the original and electronic data.
• Expedite and coordinate equipment deliveries and relay info to installer/project manager, upon request from Project Solutions Rep.
• Work closely with the Project Solutions Representatives to monitor all financial reports for any inconsistencies and collaborate with him/her for any adjustments to be made.
• Work closely with the Project Solutions Representatives to ensure timely and accurate billing for all projects on a weekly basis
• Execute job close-out procedures as requested by PSR.
• Update and maintain a master project schedule for Service HVAC current project status daily.
• Research & obtain paperwork associated with acquiring permits, registrations, etc. and provide it to the PSR.
• Update and maintain electronic project board for HVAC and plumbing.
• Assist field foremen on equipment issues or other project-related matters.
• Coordinate with PSRs to accurately enter and document change orders needed for each project to ensure proper documentation.
• Service Assistant/Operations Responsibilities
• Task, monitor, and review all subcontractor work and oil analysis reports to send to internal and external customers.
• Set-up, update, and track agreement booking packages.
• Assist Service Manager with all agreement start-ups.
• Update maintenance HVAC agreements and obtain customer purchase orders.
• Prepare and update monthly service reports (agreement performance, bottom performers, technician performance, renewal recommendations.)
• Perform monthly refrigeration audits.
• Service Warranty follow up by utilizing Quality Action Forms (QAFs.)
• General office support activities (answer phone calls, copying, scanning, filing, faxing, sorting mail, monitoring inventory & ordering office supplies, and arranging meetings.)
• Misc. shipping and receiving duties
• Support and maintain a safe & LEAN work environment.
• Other duties and responsibilities as assigned.
  
  

Experience, Skills and Abilities: 

• 2 year post high school education or equivalent work experience in related role.
• Excellent communication/customer service skills
• Strong computer skills/knowledge in Microsoft Word, Excel and Outlook.
• Knowledge of office procedures and methods (telephone communications/etiquette, office systems, and record keeping)
• Ability to establish priorities and multi-task
• Excellent planning & organization skills and willingness to be flexible as situations arise.
• High energy--ability to multi-task under high pressure situations and think quickly on one’s feet.
• Must be able to work independently and proceed with objectives without supervision.

Hours/Employment Type: Full Time

Salary/Wages: Negotiable

How to Apply: Visit our online posting

Questions? Please contact Tracey McGuire at tracey.mcguire@bassettmechanical.com, (920) 462-1896