Service Administrative Assistant Position Available In Caddo, Louisiana
Tallo's Job Summary: HVAC service company is hiring an Administrative Assistant for clerical duties, including processing paperwork, managing parts, handling warranty claims, and scheduling new equipment commissioning. Responsibilities include managing purchase orders, coordinating equipment start-up, working with sales and dispatch, handling warranty claims, and processing maintenance agreements. Candidate must have strong communication skills, knowledge of Microsoft Office, and the ability to prioritize tasks efficiently.
Job Description
HVAC service company seeks an Administrative Assistant for general clerical duties, including processing service technicians’ paperwork, receiving parts, processing warranty claims, and scheduling the commissioning of new equipment.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Receiving parts and material
- Check in parts and material as they arrive Manage purchase orders, interface with accounting as needed Notify dispatchers upon arrival of parts and material New Equipment Start Up
- manage the startup and commissioning of new equipment from the receipt of PO through invoicing, including: Creating work orders, handling startup request paperwork, gathering submittals and startup documents, processing completed paperwork, filing paperwork with manufacturers, and creating invoices for completed work.
Working with Sales on basic scheduling Working with dispatchers on manpower needs Manage installed equipment data base, including end of warranty and aftermarket follow up. Warranty
- manage warranty claims from start to finish, including invoicing Internal warranty
- manage In House Warranty agreements External Warranty
- work with vendors and manufacturers to resolve warranty claims Maintenance Agreements
- manage the fulfilment of preventive maintenance agreements Coordinate manpower needs with dispatchers Process PM paperwork Invoice completed PM service Set up new agreements and coordinate renewal of agreements Sales Leads / Tech Incentive Processing sales leads that are submitted from the field, forward information to salesman Manage technicians incentive files Manage Leased Service Vehicles Serve as point of contact for leasing company Monitor leasing company’s website Candidate must demonstrate the following abilities: Intermediate to advanced written communication skills and verbal communication skills.
Intermediate to advanced knowledge of Microsoft Word, Excel and Outlook. Ability to effectively prioritize work activities and customer needs. Must demonstrate the ability to perform work independently.
