Service Office Assistant

Job Title: Service Office Assistant

Company: Bassett Mechanical 

Location: Madison, WI 

Description:

 Operations:

• Print and prepare agreement performance reports for review with identified exceptions
  
• Manage changes and notes identified by service technicians on tasking using findings log
  
• Identify dirty dozen agreement performs and fill in metrics with cause and resolution
  
• Review project status reports and identify exceptions
  
• Maintain manpower planning report
  
• Assist in scheduling customer meetings and follow up
  
• Assist Service Manager(s) in handling customer concerns either through CARE or direct from customer
  
• Service Warranty follow up through the use of QAFs
  
• Maintain Refrigeration tool inspection tracking
  
• Schedule technician physicals and fit testing
  
• Maintain training requirement tracking
  
• Maintain Hazardous Response equipment
  

Contract duties:

• Prepare renewal spreadsheet and attend renewal meetings taking notes as needed
  
• Meet monthly with Service Manager(s) to complete “Renewal Checklist” for each customer renewing
  
• Work with Service Managers to update Refrigeration maintenance agreement contracts and tasking as necessary to ensure everything is up to date and accurate
  
• Populate tasking schedule for all agreements
  
• Request Customer POs for PM agreements
  
• Task, monitor, and review all subcontractor work, oil analysis and vibration reports to internal and external customers
• Maintain all records for Safety Relief Valves, NH3 Sensor Calibrations, Valve Maintenance and IIAR 109 reports
  
• Assist Service Manager in new agreement start up and add/delete process (Enter Equipment & Task in Perfectware)
  
• Update and Monitor “New Agreement Checklist”
• Update and Monitor “Refrigeration Agreement w/Tech Hours spreadsheet

Project duties:

• Work with Refrigeration service sales and Refrigeration service manager to add new equipment from projects to new or existing maintenance agreements
  
• Other duties and responsibilities as assigned

Experience, Skills and Abilities: 

• Strong communication/customer service skills
• Detail oriented with ability to multi-task
• Strong/advanced computer skills in Microsoft Word, Excel and Outlook. Knowledge of Lotus Notes helpful.
• Knowledge of office procedures and methods including telephone communications/etiquette, office systems, and record keeping.
• Ability to establish priorities, work independently and under pressure, and proceed with objectives without supervision.
• Exposure to or industry knowledge in construction/HVAC/refrigeration preferred

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