HVAC Agreement Administrative Assistant

System One; Chandler (AZ); On-site; USD 36,000 - 52,000; Full time

Job summary

System One seeks a detail-oriented Commercial HVAC Agreement Administrative Assistant in Chandler, AZ to support preventative maintenance agreements, service contracts, and customer accounts. The role balances customer support, contract administration, scheduling, and billing in a fast-paced service environment.

Key duties include managing maintenance agreements, coordinating scheduling, maintaining databases, supporting invoicing, and generating contract reports while serving as the main

Qualifications

• Previous administrative or customer service experience in HVAC, construction, or field service.
• Proficient with Microsoft Office, Outlook, Excel, Teams, and Adobe.
• Excellent communication, organizational, and multitasking skills.
• High school diploma required; Associate degree preferred.
• Typing 45+ WPM preferred.

Responsibilities

• Manage maintenance agreements, renewals, and customer records.
• Coordinate scheduling and track work orders.
• Maintain CMMS/service databases and contract documentation.
• Support invoicing, accounts receivable, credits, and rebills.
• Serve as primary contact for customers on service agreements.
• Generate reports, monitor contract status, and ensure data accuracy.
• Provide day-to-day administrative support for service operations.

Skills

Communication

Organization

Multitasking

Attention to detail

Typing

Education

High school diploma

Associate degree preferred

Tools

Microsoft Office Suite

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