Hoffman Mechanical Solutions Charlotte , NC 28201
Posted 3 weeks ago
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
Hoffman Mechanical Solutions