Assistant Service Manager

Legacy Mechanical & Energy Services Inc.; San Ramon (CA); On-site; USD 80,000 - 120,000; Full time

Job summary

Legacy Mechanical & Energy Services in California is seeking an Assistant Service Manager to lead daily service operations, coordinate preventive maintenance, manage dispatch, and support project billing and customer communications.

This role requires 3–5 years in commercial HVAC, strong leadership and coaching abilities, and skill in coordinating field technicians with customers. It offers growth opportunities in a collaborative, team‑oriented environment.

Qualifications

• Approximately 3–5 years of experience in commercial HVAC or related field.
• Experience in lead, supervisory, dispatch, or assistant management preferred.
• Knowledge of preventive maintenance, T&M service, work orders, technician scheduling, customer communication, billing documentation, and basic service financial controls.
• Strong communication with field technicians, customers, sales, accounting, purchasing, and construction.
• High school diploma or equivalent; associate degree, trade-school training, HVAC/mechanical coursework, or applicable industry certifications preferred.

Responsibilities

• Provide leadership for preventive maintenance contracts, service repairs, T&M work, service projects, and other committed service work.
• Oversee dispatch, technician scheduling, work-order execution, documentation, billing readiness, quality, safety, and customer communication.
• Ensure visibility of technician location, workload, and resource requirements; manage warehouse, vehicle readiness, and tools.
• Own service operating performance and drive revenue, gross margin, labor, billing, cash, and productivity targets; lead monthly financial reviews.
• Coordinate cross‑functional service activities with sales, account management, and construction; ensure smooth handoffs from construction to service.

Skills

Leadership

Dispatch scheduling

Customer communication

Team coaching

Financial oversight

Education

High school diploma or equivalent

Associate degree or HVAC training

Job description

Join the Legacy Mechanical & Energy Services Team!

Legacy Mechanical & Energy Services is a growing East Bay mechanical contractor specializing in HVAC service, construction, and energy solutions and services. We help our customers reduce operating costs while improving system reliability—and we believe our success starts with our people.

Why Legacy?

Our culture is Built on Honesty, Integrity, Quality, and Innovation. We’re proud of our high employee engagement, low turnover, and team-oriented environment where employees are valued, supported, and encouraged to grow.

Be Part of Legacy 2.0

We recently entered an exciting new chapter focused on growth, innovation, and continuous improvement. This is an opportunity to make an impact, take ownership, and help shape the future of our company.

If you’re looking for more than a job—and want to be part of a team where your contributions matter and your career can grow—we’d love to hear from you.

Job Type: Full-Time | Management
Department: HVAC Service

Experience: 3 to 5 Years in Commercial HVAC

Position Summary

The Assistant Service Manager is a hands‑on operating leader responsible for the daily coordination, administrative discipline, and follow‑through required to keep the service department running effectively. The role supports preventive maintenance, repair and T&M work, service projects, dispatch, billing readiness, customer response, warehouse and field‑resource readiness, and service financial administration. This position is designed for a developing service leader who can manage day‑to‑day workflows and people accountability while escalating complex technical, strategic, contractual, or enterprise matters to the Senior Vice President of Service.

1. Service Operations & Execution

• Provide overall leadership and accountability for preventive maintenance contracts, service repairs, T&M work, service projects, and other committed service work.
• Establish and enforce consistent expectations for dispatch, technician scheduling, work-order execution, documentation, billing readiness, quality, safety, and customer communication.
• Ensure dispatch maintains clear visibility into technician location, workload, skill requirements, and efficient movement between customer sites.
• Oversee service vehicle and tool readiness, including periodic van and tool inventory reviews and resolution of technician equipment needs.
• Manage warehouse

2. Financial & Business Performance

• Own service operating performance and drive results against established revenue, gross‑margin, labor, billing, cash, and productivity objectives.
• Lead disciplined monthly financial reviews, including cost‑to‑complete forecasting for applicable service projects and investigation of unfavorable financial
• Ensure preventive maintenance, T&M, repair, and project billings are complete, timely, and supported by accurate field documentation.
• Monitor the maintenance agreement base and rolling renewal activity, coordinating with Service Sales and account‑management resources to protect retention and support growth.
• Use purchasing resources and consolidated buying opportunities to improve material cost, availability, and execution
• Ensure committed costs, labor performance, material usage, and pricing realization are actively managed across the service portfolio.
• Seek customer feedback, address service issues promptly, and establish corrective actions when delivery does not meet customer or company expectations.

3. Customer Experience, Renewals & Sales Support

• Maintain strong relationships with key service customers and establish a consistent cadence for quality‑assurance visits and operational follow‑up.
• Ensure operational commitments made during the sales process are understood, achievable, and incorporated into service planning.

4. Shared Team Leadership & Organizational Capacity

• Lead, coach, and develop service operations personnel and field technicians, establishing clear expectations for accountability, customer service, technical quality, productivity, and leadership behavior.
• Develop and maintain a structured training plan for service personnel and field technicians based on technical needs, safety requirements, customer commitments, and organizational growth.
• Assess staffing and skill capacity against backlog, maintenance obligations, forecasted demand, and sales pipeline requirements.
• Participate actively in recruiting, selection, onboarding, development, and retention of service
• Partner closely with the Director of Construction to coordinate shared labor requirements, technician support, startup/commissioning needs, warranty responsibilities, and customer transitions.
• Establish an effective handoff from completed construction projects into Service when preventive maintenance, warranty, repair, or ongoing customer support is

5. Construction Interface & Cross-Functional Coordination

• Coordinate with Construction on service work performed in support of construction projects, including labor planning, documentation, cost capture, and proper billing

Authority & Escalation

The Assistant Service Manager is empowered to manage routine service workflow, dispatch priorities, documentation, billing readiness, warehouse and fleet/tool coordination, customer follow‑up, and day‑to‑day operating issues within established . company policies and financial expectations. Complex technical decisions, significant customer or contractual exposure, major staffing decisions, material financial risk, pricing strategy, or cross‑company priority conflicts should be escalated to the Senior Vice President of Service.

Success Measures

• Reliable execution of preventive maintenance, T&M, repair, and service‑project work
• Dispatch effectiveness, work‑order completion, documentation quality, and billing readiness
• Timely monthly financial administration and visibility into unfavorable variances
• Maintenance agreement renewal support and customer follow‑up
• Customer issue response and corrective‑action follow‑through
• Warehouse, fleet, tool, and technician‑resource readiness
• Team accountability, training participation, recruiting support, and retention
• Effective coordination with the Senior Vice President of Service and Construction leadership

Leadership Expectations

Success in this role is measured by disciplined daily execution. The Assistant Service Manager is expected to create dependable operating routines, keep work and information moving, hold team members accountable to established expectations, support technician development, and resolve routine issues at the appropriate level while recognizing when senior technical or executive involvement is required.

Background & Qualifications

• Approximately 3-5 years of experience in commercial HVAC, plumbing, building services, energy services, field operations, dispatch, project coordination, or a related service environment is preferred.
• Prior lead, supervisory, dispatch, project coordination, or assistant management experience is preferred, but extensive senior‑management experience is not required.
• Working knowledge of preventive maintenance, T&M service, work orders, technician scheduling, customer communication, billing documentation, purchasing, and basic service financial controls.
• Ability to organize multiple priorities, follow work through to completion, and maintain accurate operating and financial
• Demonstrated ability to communicate effectively with field technicians, customers, sales, accounting, purchasing, and construction
• Developing leadership skills with the ability to coach employees, enforce expectations, solve routine problems, and elevate issues appropriately.
• Comfort working with service‑management software, Microsoft Office applications, and standard business reporting
• High school diploma or equivalent required. Associate degree, trade-school training, HVAC/mechanical coursework, or applicable industry certifications are preferred. Equivalent relevant experience will be considered.