Lead Service Assistant

About the role

The Lead Service Assistant provides comprehensive administrative support for HVAC operations at a designated job site. This role ensures smooth coordination between technicians, clients, and vendors while maintaining accurate records and compliance with safety and regulatory standards.

Key responsibilities

• Maintain and organize records for HVAC service contracts, project timelines, equipment, and client interactions.
• Prepare reports, service documentation, and required paperwork with accuracy.
• Coordinate scheduling of HVAC technicians and contractors for installations, maintenance, and service calls.
• Serve as the primary administrative contact for clients, vendors, and service partners, handling inquiries and escalating issues when needed.
• Assist with procurement of materials, tools, and equipment, ensuring timely delivery.
• Track permits, certifications, licenses, safety records, and compliance documents.
• Monitor inventory of HVAC materials, parts, and tools, ordering supplies as required.
• Support financial administration by tracking project costs, generating purchase orders, and processing invoices.
• Maintain records of safety training, certifications, and incident reports to ensure regulatory compliance.

Required profile

• Bachelor's degree in Engineering, Operations Management, or a related field (preferred).
• At least 5 years of administrative experience, preferably in an HVAC or construction environment.
• Knowledge of HVAC systems, terminology, and industry standards is a plus.
• Proficiency in Microsoft Office applications.

Required skills

• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Visio or similar process‑mapping tools