HVAC Agreement Administrative Assistant

Job Title: HVAC Agreement Administrative Assistant

We are seeking an organized and detail-oriented HVAC Agreement Administrative Assistant to assist with overseeing our preventative maintenance contracts and service agreements. You manage maintenance contracts and customer accounts. Key duties include processing renewals, scheduling maintenance, maintaining service databases, and supporting billing. This role requires strong organizational skills and attention to detail to ensure seamless field. Your work ensures our clients’ systems run smoothly while driving contract renewals and supporting our field technicians and service managers

Core Responsibilities

• Contract Management: Track and manage the lifecycle of HVAC planned maintenance agreements, including drafting documents, updating terms, and processing renewals.
• Data Entry & Maintenance Tasking: Update and maintain Computerized Maintenance Management Systems, service agreements, and customer equipment history.
• Customer Support: Serve as the primary point of contact for agreement holders, addressing inquiries, resolving scheduling issues, and communicating service updates.
• Billing & Accounts Receivable: Process invoices, assist with agreement billing
• Documentation & Reporting: Maintain accurate records, track and generate reports on contract status and renewals

Key Requirements

• Experience: Prior administrative or customer service experience, ideally in an HVAC, construction, or field-service environment.
• Technical Proficiency: Familiarity and experience with Outlook, Excel, MS Office, Adobe, MS Teams
• Communication: Excellent verbal and written communication skills to effectively interact with customers and technicians.
• Organizational Skills: Strong multitasking abilities with a high level of attention to detail for contract tracking and data entry

Under direct supervision, tracks and provides direct support for the planned service agreement renewal process. Actively participates in accounts receivable activities such as new customer set up/equipment. Provides back-up customer call handling, as needed. Provides administrative, day-to-day support in the operational areas.

Perform general, routine office duties for Operations & Maintenance (O&M) contract sites, following standard procedures and specific instructions. Duties performed may include typing, file maintenance, operation of office equipment and answering customer and technician calls. Maintain Computerized Maintenance Management System (COINS), which may include opening and closing work orders, maintaining equipment status, managing work order back log, maintaining inventory tracking system, and purchasing system.

Breakdown of duties

• Responsible for the scheduling, tracking, and monitoring of the contract renewal life cycle process with the account accounts.

• Escalate issues to appropriate individuals for timely follow-up as required. May require direct interaction with customers for follow-up to secure purchase orders or to meet special invoicing conditions.

• Update/process monthly PM workorders and PM Invoices. Aligned costs, such as labor hours, material purchases to agreements

• Runs query reports, research, and reconciles and other service-related transactions.

• May prepare and submit service billings in a special invoice format as defined by individual customer account special handling requirements.

•  Reconciliation of accounts payable exceptions as necessary.

•  Research, resolves, or escalates accounts receivable disputes as outlined in the escalation process.

•  Works with Accounts Receivables contact to assist with resolution A/R issues. Determines appropriate actions for timely resolution. If needed, will interact with Customer to resolve receivable issues.

•  Processes invoice credits and re-bills, as necessary.
•  Updates and retains customer account information related to special billing conditions, tax status, invoice approval contacts, billing addresses and special billing rates up-to date.

• Provide additional service administration support, as required.

• Maintain and operate CMMS as directed by Supervisor; create workorders; create and maintain equipment history database; manage inventory tracking module, purchasing module, etc.

• Manage on-site routine filing system of training records, subcontract data, maintenance records, etc.

• Operate office equipment

Required

• Strong interpersonal skills to effectively communicate with both internal and external clients.

• Ability to simultaneously handle a large and diverse number of projects, tasks and issues with tact, cooperation, and persistence.
• Ability to prioritize work activities based upon financial impact to desired business goals.

• High school diploma or equivalent education. Associate degree preferred.

• Proficient computer skills within the following applications: Outlook, Microsoft Word, Excel

• Ability to perform work independently and demonstrate solid organizational and attention to detail skills.

• Ability to type a minimum of 45 w.p.m. accurately.

• Ability to pay close attention to detail
• Ability to demonstrate exceptional customer service skills.
• Must be a team player and committed to working in a quality environment.