Administrative and Scheduling Support:

• Appointment Coordination: Scheduling HVAC installation, maintenance, and repair appointments. Keeping the company calendar organized, especially during peak heating or cooling seasons.
• Technician Scheduling: Managing technician schedules, coordinating between service teams, and ensuring efficient use of their time.
• Email and Communication Management: Answering client inquiries, following up on service requests, and relaying important messages to technicians and management.

Project Management:

• Service Dispatching: Ensuring technicians have the correct job information, tools, and customer requirements before they go to the field.
• Job Tracking: Monitoring the status of ongoing projects, ensuring that jobs are completed on time and within budget.
• Equipment Coordination: Making sure that HVAC parts and equipment are available for specific jobs and coordinating with suppliers for any specialized orders.

Financial and Billing Tasks:

• Invoice Creation and Payment Tracking: Generating and sending invoices to clients for installations, repairs, and maintenance services.
• Quote Preparation: Assisting in the preparation of detailed estimates for large HVAC projects, including installations and system upgrades.
• Expense Monitoring: Managing expenses related to equipment, parts, technician hours, and vehicle maintenance.

Customer Service:

• Client Communication: Addressing client inquiries, complaints, or feedback about their HVAC systems or service quality.
• Follow-Up Services: Contacting customers for maintenance reminders or service reviews after an installation or repair has been completed.

HR and Employee Management Support:

• Technician Training and Certifications: Keeping track of technician certifications, license renewals, and organizing training sessions when necessary.
• Employee Scheduling: Assisting in staff scheduling, managing overtime, and ensuring technicians are allocated properly based on the job demand.

Marketing and Community Engagement:

• Promotional Campaigns: Assisting in the development of marketing campaigns, seasonal promotions (such as winter heating services), and managing digital content like blog posts and email newsletters.
• Review and Reputation Management: Encouraging customer reviews and testimonials, responding to customer feedback online, and managing the company’s reputation on social platforms.

Operational Support:

• Supplier Relations: Working with HVAC equipment vendors to ensure timely delivery of parts and systems.
• Fleet Management: Overseeing service vehicles, ensuring they’re well-maintained and tracking their usage and fuel consumption.