Service Administrative Assistant

Design Mechanical, Inc. a Comfort Systems USA company

In Colorado, we have two locations – Louisville, our corporate headquarters, and Breckenridge with a combined 400 employees. Locally, we are a small family environment, and nationally, as part of Comfort Systems USA, we are one the largest Mechanical Contractors with excellent benefits packages, competitive pay structures, career progression, and more.

Job Title: Service Administrative Assistant

Department: Service

Reports to: VP Service

FLSA Status: Non-exempt (Eligible for OT)

Location: Louisville, CO

Wage Range: $25-35/hourly

Benefits Included: Comprehensive Medical, Dental, Vision, FSA/HSA, Matching 401K, Long Term Disability, Short Term Disability, Company Paid Life & Voluntary Spouse & Child Insurance, AD&D, Employee Assistance Program, PTO, Paid Holidays, voluntary additional insurances/benefits, and other great perks.

OVERVIEW

The Service Administrative Assistant provides high-level administrative, operational, and project support to the Vice President of Service and the entire Service Division. This position serves as a key liaison between Sales and Operations to ensure efficient daily operations. The role requires strong organizational skills, attention to detail, discretion with confidential information, and the ability to manage multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities:

• Provide direct administrative support to the Vice President of Service.
• Prepare reports, presentations, meeting agendas, and meeting minutes.
• Assist with departmental planning, special projects, and strategic initiatives.
• Coordinate departmental communications on behalf of the Vice President.

Operations Support:

• Assist Operations Managers with scheduling, reporting, and administrative tasks.
• Monitor and maintain departmental documentation, records, and tracking systems.
• Prepare operational reports, KPI dashboards, and workforce analytics.
• Support fleet, facility, safety, and compliance documentation as needed.
• Coordinate internal communications between operations staff, dispatch, and management.

Sales Support:

• Assist with proposal preparation, bid documents, and customer presentations.
• Maintain customer and prospect records within company systems.
• Support contract administration and document management.
• Coordinate customer follow-up activities and service agreement documentation.
• Assist with invoice research, customer inquiries, and account support.

Reporting & Data Management:

• Compile and distribute recurring departmental reports.
• Maintain spreadsheets, databases, and operational tracking systems.
• Assist leadership with forecasting data and operational metrics.
• Ensure data accuracy and timely reporting.

Additional Responsibilities:

• Support special projects assigned by the Vice President of Service.
• Assist with continuous improvement initiatives and process documentation.
• Provide cross-functional administrative support to other departments as needed.
• Perform other duties as assigned to support business operations.

Qualifications:

• Education & Experience
• High School Diploma or GED required; Associate's or Bachelor's degree preferred.
• Minimum 3-5 years of administrative experience, preferably in construction, HVAC, mechanical contracting, or service operations environments.
• Experience supporting senior leadership preferred.
• Knowledge, Skills & Abilities
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Advanced proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
• Ability to prioritize multiple tasks and meet deadlines.
• High level of professionalism, discretion, and confidentiality.
• Strong problem-solving and customer service skills.
• Ability to work independently and as part of a team.

Design Mechanical, Inc. is proud to be an Equal Opportunity Employer and provides equal employment opportunities to all employees and applicants regardless of race, color, religion, gender, gender identity, age, national origin, disability, parental or pregnancy status, marriage, and civil partnership, sexual orientation, veteran status, or any other characteristic protected by law. Reasonable accommodations will be made to meet the requirements of the Americans with Disabilities Act and will be provided as requested by candidates taking part in all aspects of the selection process. All your information will be kept confidential according to EEO guidelines.

Design Mechanical, Inc. is not open to third-party solicitation or resumes for our posted FTE positions. Resumes received from third-party agencies that are unsolicited will be considered complimentary.