HVAC Agreements Coordinator & Billing 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

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