Office Assistant

Summary:

A growing commercial HVAC company, is seeking a highly organized and detail-oriented Maintenance Contract Manager to oversee and manage all aspects of our monthly maintenance contracts. This key role involves coordinating and handling the contracts, ensuring smooth operations, and ensuring customer satisfaction. The ideal candidate will possess strong project management skills, attention to detail, and the ability to handle multiple tasks simultaneously in a fast-paced environment.

Key Responsibilities:

1. Maintenance Contract Management
   • Coordinate and manage all monthly maintenance contracts, ensuring they are updated and accurately entered into the system.
   • Monitor contract renewals, ensuring timely execution and adherence to service schedules.
   • Communicate with customers to ensure their needs are met and resolve any service-related issues promptly.
2. Estimates and Proposals
   • Generate accurate maintenance estimates based on customer requirements and service needs.
   • Work with the sales team and technicians to provide detailed proposals for new contracts or renewals.
3. Parts and Inventory Management
   • Coordinate with suppliers to source and order replacement parts as needed.
   • Maintain an organized inventory system for easy tracking and order management
4. Scheduling and Coordination
   • Schedule routine maintenance visits in alignment with contract terms.
   • Collaborate with technicians and field staff to ensure the timely completion of maintenance services.
   • Track progress and manage any schedule adjustments to avoid disruptions in service.
5. Documentation and Reporting
   • Maintain accurate records of maintenance activities, contract details, and parts inventory.
   • Provide regular reports on maintenance contracts, including completion status, financials, and any upcoming renewals.
   • Ensure all client documentation is filed properly for easy reference.
6. Customer Service & Support
   • Serve as the primary point of contact for clients regarding maintenance contracts.
   • Address customer inquiries and concerns promptly and professionally.
   • Build and maintain strong relationships with clients, helping to ensure high levels of customer satisfaction and retention.

Required Qualifications:

• Strong organizational skills with a keen attention to detail.
• Ability to manage multiple projects and meet deadlines in a fast-paced environment.
• Experience using project management tools, and/or CRM systems (preferred).
• Strong communication skills (both written and verbal).
• Proficient in Microsoft Office Suite (Excel, Word, etc.) or similar tools.
• Ability to work independently with minimal supervision.

Why Join Us?

• Competitive salary based on experience with great commission and bonus plan.
• Opportunities for career growth in a rapidly expanding company.
• Supportive and collaborative work environment.
• Professional development - on-the-job training and paid training/certifications
• Benefits package (health, dental, retirement, etc.).

Sterling, Onsite

$20-22/hr (+Commission opportunities)