Service Agreement Assistant

Job Title: Service Agreement Administrative Coordinator

FLSA Status: Full Time, Non-Exempt, eligible for overtime

Location: Charlotte, NC

Reports to: Service Agreement Administrative Manager

Position Purpose: Provide administrative support for Service Agreement Manager and Service Agreement Administrators by assisting with data entry for old and new service agreement accounts, collecting inspection documents and distribute to customers as well as assist with the day-to-day office operations, as needed.

Employment at Will: Nothing herein is intended to create a contract of employment or to guarantee employment for a definite duration.

Hoffman Mechanical Solutions, a division of Hoffman & Hoffman, Inc., is a company focused on being #1 in the HVAC industry in providing the most innovative HVAC solutions through superior design and customer service.

Essential Duties and Responsibilities:

• Prepare, extract, organize, information in digital form.

• Assemble Service Inspection PDF Packages and distribute to customers.

• Update WO's as directed by the Service Agreement Manager and create WO folders.

• Maintain reports including but not limited to BOH and Google sheets per Service Agreement Managers direction. Communicate findings Accordingly.

• Track technician recommendations from PM WOs/inspection reports and distribute accordingly.

• Clean up agreement folders per the agreement template.

• Create SA workbooks.

• Assist Service Agreement Manager with manpower reports.

• Assist remote employees with access to filed information.

• Update notes and contact information in ViewPoint.

• Distribute Invoices to Customers

• Interact with both internal and external customers.

• Provide information when needed that can be used for agreement renewals, managerial reports, financial statements, strategic planning and decision-making.

• Perform basic bookkeeping services (setting up new customer sites and contacts, processing inspection reports, etc.)

• Support Service Administrators, as needed.

• Other tasks as required by management.

Education and Experience:

• Post Secondary degree preferred

• 3-5 years of work experience in a related field or in administrative/clerical and the drive to learn

• Mechanical service/HVAC industry experience preferred

• Service management or accounting system experience a plus

Job Expectations

• Arrives for work on time and begins to work immediately

• Communicate effectively and clearly verbally and written

• Perform work accurately and thoroughly

• Dependable and trustworthy

• Utilize the available time to organize and complete work within given deadlines and to take constructive advantage of idle periods

• Effectively at building relationships and communicating with customers and co-workers

• Keeps work area neat and organized

• Ability to successfully prioritize work and time

• Prior to scheduled time off, completes all work including last-minute incoming mail and scheduling needs

• Earns and maintains the confidence of customers, service technicians, sales engineers, other sales teams, co-workers, and manufacturers

• Displays enthusiasm and desire to get the job done promptly and accurately

• Understands that interaction with service technicians and customers will be critical

• Detailed oriented and able to identify order inconsistencies, errors and omission

Physical Demands

• Standing: Frequently

• Walking: Frequently

• Sitting: Frequently

• Handling/Fingering: Frequently

• Reaching Outward: Frequently

• Bending: Frequently

• Pushing/Pulling 12 lbs or less: Frequently

• Lifting/Carrying 10 lbs or less: Frequently

• Lifting/Carrying 11-20 lbs: Occasionally

• Reaching Above Shoulder: Occasionally

• Squatting/Kneeling: Occasionally

Environment: The work environment at Hoffman & Hoffman, Inc. is an open office environment in a controlled atmosphere building. Some work may be required for short periods of duration in a non-air-conditioned environment.

Reasonable Accommodations Statement: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman Mechanical Solutions, Inc.

We are 100% employee-owned through an Employee Stock Ownership Plan (ESOP). This is a retirement benefit for our employees that is wholly paid for by the company in addition to 401(k) options for employee contributions. There are approximately 7,000 ESOPs in the United States, governed by the IRS and the U.S. Department of Labor. Research indicates that ESOP companies tend to grow faster in sales and employment. ESOP employees tend to have 2.2 times as much in retirement savings as employees in traditional companies.

EOE/ Vets / Disabled