HVAC Service Administrative Assistant

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 1450 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.

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Title: HVAC Service Administrative Assistant

S.A. Comunale is seeking an HVAC Service Administrative Assistant.

The primary function of this role is to assist the HVAC department and financial billings. The Company goal is to continuously grow the revenues of the Mechanical department while maintaining profits satisfying customers requirements and staying compliant with required guidelines. Additional duties include general clerical and project-based work as well as administrative support for the Service Manager in the HVAC Department.

This job requires attention to detail with a focus on data entry accuracy and communication.

Include the following. Other duties may be assigned.

• Prepare organize and store information in paper and digital form
• Prepare various contract documents and complete project closeout documentation.
• Assist 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.
• Gathers 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.
• Ensures that all project billing and accounting deadlines are met and communicates exceptions as necessary.
• Follow up on open receivables for projects.
• Enter & maintain information in FMS to assist with project scheduling.
• Enter Blue Tickets and follow up on all Blue Ticket tools and materials.
• 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.
• Prepare 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.
• Additional job duties/responsibilities as assigned by management.

• 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.

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