HVAC Agreement Administrative Assistant

System One, Inc.; Chandler (AZ); On-site; USD 42,000 - 58,000; Full time

Job summary

System One, Inc. in Chandler, AZ is seeking a detail-oriented Commercial HVAC Agreement Administrative Assistant for a full-time role.

You will manage maintenance agreements, renewals, and customer accounts while supporting scheduling and billing in a fast-paced service environment. Responsibilities include maintaining CMMS databases, coordinating preventive maintenance scheduling, handling invoicing and accounts receivable, and acting as the primary contact for customers regarding service

Qualifications

• Minimum high school diploma; associate degree preferred.
• Experience in administrative, customer service, or service coordination roles.
• HVAC, construction, or field service experience highly preferred.
• Proficiency with Microsoft Office Suite including Outlook, Excel, Teams, and Adobe.

Responsibilities

• Manage HVAC maintenance agreements, renewals, and customer account records.
• Coordinate preventative maintenance scheduling and work order tracking; maintain CMMS/service databases, equipment histories, and contract documentation.
• Support invoicing, billing, accounts receivable, credits, and rebills.
• Serve as primary contact for customers regarding service agreements and scheduling.
• Generate reports, monitor contract status, and ensure accurate recordkeeping.
• Provide day-to-day administrative support for service operations.

Skills

Administrative experience

Customer service

Organization

Multitasking

Education

High school diploma

Associate degree

Tools

Microsoft Office

Outlook

Excel

Teams

Adobe

Job description

Commercial HVAC Agreement Administrative Assistant

Chandler, AZ | Full-Time

We're seeking a detail-oriented HVAC Agreement Administrative Assistant to support preventative maintenance agreements, service contracts, and customer accounts. This role is ideal for someone who thrives in a fast-paced service environment and enjoys balancing customer support, contract administration, scheduling, and billing activities.

Key Responsibilities:

• Manage HVAC maintenance agreements, renewals, and customer account records

• Coordinate preventative maintenance scheduling and work order tracking

  Maintain CMMS/service databases, equipment histories, and contract documentation

• Support invoicing, billing, accounts receivable, credits, and rebills

  Serve as a primary contact for customers regarding service agreements and scheduling

• Generate reports, monitor contract status, and ensure accurate recordkeeping

• Provide day-to-day administrative support for service operations

  Qualifications:

• Previous administrative, customer service, or service coordination experience (HVAC, construction, or field service industry highly preferred)

• Strong proficiency with Microsoft Office Suite, Outlook, Excel, Teams, and Adobe

• Excellent communication, organizational, and multitasking skills

• High attention to detail and ability to manage multiple priorities

• High school diploma required; Associate degree preferred

• Typing proficiency of 45+ WPM preferred

  What We're Looking For:

  A customer-focused professional who enjoys supporting operations, maintaining accurate data, and helping drive successful contract renewals while partnering with technicians, managers, and clients.

Ref: #673-STS Denver

System One, and its subsidiaries including Joulé, ALTA IT Services, CM Access, TPGS, and MOUNTAIN, LTD., are leaders in delivering workforce solutions and integrated services across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible full-time employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.