HVAC Operations Assistant

Description

Summary/Objective

The Operations Assistant will develop future operational talent through hands-on, cross-functional experience while supporting day-to-day operations, customer communication, and technician coordination.

Essential Functions

Office & Dispatch Support

• Answer incoming phone calls and route them appropriately
• Monitor and respond to shared inbox emails and service requests
• Assist with scheduling and dispatching technicians for service, maintenance, and site visits
• Communicate job details, schedules, and updates to technicians and internal team members
• Track technician arrivals, departures, and job status updates

Operational & Administrative Support

• Perform data entry and system updates (work orders, assets, notes, job documentation)
• Assist with parts ordering, material handling, and vendor coordination
• Support job setup, closeout, and documentation accuracy
• Assist with customer outreach, confirmations, and follow-ups as needed

Field & Job Support

• Assist with job scoping and site visits alongside operations or sales staff
• Support estimates and proposal preparation (data gathering, scope input, formatting)
• Provide field assistance as needed (deliveries, tools, parts, job support)

Shop & Logistics Support

• Help maintain shop organization, cleanliness, and inventory awareness
• Coordinate deliveries and pickups between vendors, shop, and job sites

Learning & Development

• Learn company systems, workflows, and operational standards
• Take on increasing responsibility as skills, reliability, and confidence develop

Requirements

Qualifications

• Associate’s Degree 
• 1+ years of HVAC experience preferred
• Experience with MS Office Suite

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 

Work Environment

This job operates in a professional office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

Physical Demands 

This is largely a sedentary role. This role requires the individual to express or exchange ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly. This role requires the individual to make substantial movements (motions) of the wrists, hands, and/or fingers often. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.