HVAC Office Assistant

Wausau, WI - USA

Monthly Salary: Not Disclosed

Posted on: 23-10-2025

Vacancies: 1 Vacancy

Job Summary

Bassett Mechanical is a 3rd generation family-owned company that provides custom-built industrial refrigeration HVAC plumbing metal fabricating and preventative maintenance service solutions to customers throughout the United States and the world. It is not only a great place to grow and thrive in your career. It is a place to truly belong. As a member of the Bassett Mechanical Team youll enjoy a competitive compensation and benefits package and many professional growth opportunities. From the moment youre hired to the day you retire youre a part of our Bassett Mechanical Team.

Position Purpose

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.

Summary of Skills Knowledge 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 ones feet.
Must be able to work independently and proceed with objectives without supervision.

Direct Reports

None

Position Purpose

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.

Summary of Skills Knowledge 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 ones feet.
Must be able to work independently and proceed with objectives without supervision.

Direct Reports