HVAC Administrator

HVAC ADMIN - Len the Plumber Heating and Air-- Alexandria, VA

The HVAC Admin will assist with the general operation of the HVAC Business for Len the Plumber Heating & Air. This role will work in partnership with the Call Center, Dispatch, and Service Management teams to oversee project completion, process compliance, and customer service satisfaction for the HVAC department. This is NOT a remote position.

Essential Job Functions

• Work with the Call Center and Service Management to maintain customer reputation and the handling of customer concerns and/or requests.
• Perform satisfaction follow-up communication with customers after service visits. Track results and report any concerns to service management.
• Assist with task management to ensure all requests and needs are handled in a timely manner
• Assist with processing and monitoring Wells Fargo transactions to be compliant with accounting processes
• Create various reports as needed for the HVAC department
• Assist with onboarding of new HVAC employees as directed by Human Resources
• Order and maintain stock of company uniforms as needed
• Create and maintain HVAC employees and technician accounts and profiles within the CRM
• Responsible for collecting and tracking all payments (cash and manual checks) from the field and turn into accounting on a weekly basis. This includes timely reporting of any missing cash and weekly deposits
• Assist with resolving open A/R for the HVAC Department to include contacting the customer for non-payment, declines/failed payments, returned checks, and missing documentation
• Assist service and branch management with the refund request process as needed
• Assist service and branch management to schedule and coordinate weekly meetings with field staff, scheduling 1:1s, performing reviews, fleet maintenance, vehicle inventory, and other duties as requested
  
  

Job Functions

• Assist install coordination and sales coordinator when necessary
• Assist HVAC Service Manager and Technical Supervisor with various tasks as needed
• Assist HVAC Branch Manager with various tasks as needed
  
  

Working Conditions/Physical Demands

• Ability to sit for prolonged periods of time
• Ability to work on a computer for prolonged periods of time
• Ability to lift up to 30lbs
  
  

Qualifications/Abilities

• Detail oriented and highly organized with exceptional follow-through abilities.
• Ability to conduct business in a mature, courteous, an professional manner
• Ability to travel to other branches for training or to provide administrative support, if necessary
• Excellent customer service and problem-solving
• Strong typing skills
  
  

Experience / Education

• Strong Microsoft Office experience (Excel, Word, Outlook, Teams, PowerPoint)
• High School Diploma or equivalent required
  
  

Compensation

• Based on experience
  
  

Benefits

• Competitive Dental, Vision, and Healthcare Plans
• 401(k) matching
• Short-Term and Long-Term Disability
• Life Insurance
• PTO
• Paid Holidays
• Employee Assistance Program (EAP)
  
  

Disclaimer: The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this job.

EOE