HVAC Maintenance Contract Admin Pro

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

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