HVAC Office Assistant

1 week ago

Wausau, WI, United States Bassett Mechanical Full time
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, you'll enjoy a competitive compensation and benefits package and many professional growth opportunities. From the moment you're hired, to the day you retire, you're 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 one's feet.
  • Must be able to work independently and proceed with objectives without supervision.
Direct Reports
  • None

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