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Job Title: HVAC Administrative AssistantJob Description

The primary function of this role is to assist the HVAC department with financial billings and the day-to-day flow of paperwork, answering phones, and dispatching service calls as necessary. The goal is to continuously grow the revenues of the HVAC 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.

Responsibilities

+ Prepare, organize, and store information in paper and digital form.

+ Prepare various contract documents and complete project closeout documentation.

+ Dispatch Service Technicians.

+ Maintain all records in Falcon, including open tickets, creating new sites, and printing monthly work orders.

+ 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.

+ Prepare and send weekly payroll report information.

+ 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 and 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 and filter lists and completion tracking.

+ Prepare GPS tracking reports.

+ Answer incoming phone calls as necessary.

+ Work with staff from other departments as needed to resolve issues.

+ Perform additional job duties/responsibilities as assigned by management.

Essential Skills

+ Administrative support

+ Data entry

+ Customer service

+ Administration

+ Clerical skills

+ HVAC, Plumbing, or construction experience

+ Experience with Microsoft Office (Word, Excel, PowerPoint)

+ Strong customer service skills

+ Ability to work independently

+ Ability to think strategically and make sound decisions

+ Excellent organizational skills

+ Excellent written and verbal communication skills

+ Ability to prioritize in a fast-paced multi-task environment

+ Ability to perform basic business mathematical functions

+ High School Diploma or GED

+ 3+ years’ experience in an administrative/billing role

Additional Skills & Qualifications

+ Previous experience in the construction industry is a plus.

+ Ability and willingness to learn new systems and processes.

+ Building positive working relationships with multiple levels of employees and management.

+ Demonstrating integrity and professionalism.

+ Commitment to company values.

+ Ability to follow up on tasks and assignments in a timely manner.

+ Ability to work effectively in a team environment.

Work Environment

The HVAC Administrative Assistant will operate in an office that requires a strong candidate who can manage tasks independently as the sole administrator. Familiarity with accounts payable, accounts receivable, and payroll is essential. The office is located at 8555 Sweet Valley Drive Suite M, Valleyview, Ohio.

Job Type & Location

This is a Contract position based out of Valley View, OH.

Pay and Benefits

The pay range for this position is $21.00 - $21.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Valley View,OH.

Application Deadline

This position is anticipated to close on Jan 26, 2026.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] (%[email protected]) for other accommodation options.