Aston Carter · 20 hours ago
HVAC Administrative Assistant
Cleveland, OH
Contract
Onsite
Mid Level
$21/hr - $21/hr
3+ years expAston Carter provides world-class corporate talent solutions, and they are seeking an HVAC Administrative Assistant to assist the HVAC department with financial billings and daily paperwork flow. The role involves dispatching service calls, maintaining records, and supporting the Service Manager with various administrative tasks.
ConsultingHuman ResourcesInformation Technology
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
Qualification
Required
High School Diploma or GED
3+ years' experience in an administrative/billing role
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
Preferred
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
Benefits
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)
Company
Aston Carter
Aston Carter is a staffing and recruiting company providing risk and compliance services.
1001-5000 employees
Funding
Current Stage
Late StageTotal Funding
unknown2011-01-31Acquired
Leadership Team
Juan Pablo McCausland-PHR, CDP
Human Resources Business Partner
Sherry Guevara
Regional Human Resources Partner-West Region
Recent News
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