HVAC Service Administrative Assistant

Job Summary

S.A. Comunale has been a local industry leader for end-to-end mechanical, fire protection and HVAC services for nearly 100 years. We offer our clients significant financial strength, unmatched bonding capability, an award-winning safety program, and large-scale purchasing power. With 16 locations and over 1,450 employees, including 850 skilled tradesmen throughout Ohio, Pennsylvania, New Jersey, Kentucky, Maryland, and West Virginia, S.A. Comunale can work in virtually every market sector and facility type.

Click the link below to watch a short video about S.A. Comunale.

Job Title

HVAC Service Administrative Assistant

Essential Duties & Responsibilities

• Prepare, organize and store information in paper and digital form
• Aid project managers with job completion including documentation, submitting bids, scheduling inspections, requesting permits, etc.
• Produce various billing reports, summarizing and analyzing them as necessary, such as the S and N tracker, job cost reports as well as the OPS report
• Gather required records to compile all information needed for project billing
• Prepare credit memorandums and change order re-budget sheets to indicate returned or incorrectly billed products or services
• Ensure that all project billing and accounting deadlines are met and communicate exceptions as necessary
• Follow up on open receivables for projects
• Enter & maintain information in FMS to assist with project scheduling
• Create and process purchase orders
• Submit vendor invoices to A/P for payment
• Maintain refrigeration usage logs
• Compile, maintain and organize Citizens Bank information including assets & filter lists as well as completion tracking
• Create GPS tracking reports
• Backup to Service Coordinator to assist with dispatching as necessary
• Answer incoming phone calls as necessary
• Work with staff from other departments as needed to resolve issues

Qualifications

• High School Diploma or GED is required
• 3+ years’ experience in an administrative/billing role is required
• Previous experience in the construction industry is a plus
• Strong customer service skills and the ability and willingness to learn new systems and processes are required
• Experience with Microsoft Office (i.e., Word, Excel, PowerPoint) applications is required

Benefits

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success.

About the Role

This role assists the HVAC department and financial billings. The goal is to continuously grow the revenues of the Mechanical department while maintaining profits, satisfying customers' requirements, and staying compliant with required guidelines.

Skills

Attention to detail, data entry, accuracy, and communication skills are essential. Experience with Microsoft Office applications is also required.

Pay

Competitive salary and benefits package.

Schedule

Flexible schedule to accommodate the needs of the job and the company.