Administrative Assistant

GEM Service is committed to our customers’ processes and facilities by being a leading service provider of HVAC Systems and other supporting solutions.  Our mission is to exceed our customers’ expectations daily by delivering excellence with innovation, reliability, and efficiency. With a focus on safety, integrity, and customer satisfaction, we aim to build lasting relationships with our customers.

We are searching for an Administrative Assistant to support daily service field operations for the department by managing tasks that support deployment of field resources, coordinating communications, and completing and maintaining relevant documentation. This role will ensure smooth workflow across the field operation team through reliable administrative support, attention to detail, and strong communication skills.

JOB RESPONSIBILITIES

At the direction of Field Operations leadership, key responsibilities of the position include, but are not limited to, administrative support for the following:

• Vehicle Program
• On Call Schedule
• Uniform Program
• Expense Reports
• PTO program reporting / tracking
• Onboarding and Offboarding of field associates
• Truck and Tool Inventory
• Maintain contract hours spreadsheet
• Annual vehicle registration update
• Annual site-specific safety training updates
• Assist with scheduling OEM training
• Project Administrative Support, i.e., purchase contracts and subcontracts, permits, etc.
• Equipment delivery scheduling
• Monitor warehouse tool usage
• Annual calibration of service tools

SKILLS

• Team player and a willingness to help fellow associates.
• Motivated to achieve goals and keep systems organized.
• Strong communication and interpersonal skills, with the ability to build rapport and trust.
• Excellent organizational and time management skills, with the ability to prioritize and manage multiple tasks simultaneously.

EDUCATION/EXPERIENCE

• Working knowledge of Microsoft Office is preferred.
• High School Diploma / HVAC Service Experience preferred

GEM Service is an Equal Employment Opportunity Employer.