Job Description

Job Description

Job Description

Administrative Assistant

Location: Wall, NJ (Onsite)
Hours: Monday–Friday, 8:00 AM – 4:30 PM
Industry: Utilities (Fortune 1000 Company – Main Subsidiary)

Position Overview:

We are seeking a detail-oriented Administrative Assistant to support our Residential team by ensuring technical project reviews meet eligibility and program compliance standards. This individual will play a critical role in reviewing project data, coordinating with customers and contractors, and maintaining the accuracy of our Program Management Software System (PMSS).

Key Responsibilities:

• Pull and review daily Program Management reports on open projects to verify compliance.
• Ensure accuracy of key project data, including contracts, AHRI certifications, permit numbers, and final invoices before forwarding for payment.
• Communicate with customers and contractors to obtain missing information.
• Maintain and update data within the Program Management Software System (PMSS) to minimize processing delays.
• Prioritize workload to ensure project completion and Final Review status within 4-6 weeks.
• Track and log errors found by the processor, escalating trends to a Lead for coaching and process improvements.
• Perform remote troubleshooting by analyzing reported issues and asking relevant diagnostic questions.
• Escalate unresolved issues to the manager for further review.
• Maintain records of issues, categorize and prioritize requests, and track resolutions.
• Assist with special projects and administrative tasks as assigned by the manager.

Qualifications & Requirements:

• HVAC-related experience or familiarity with AHRI certifications is highly preferred.
• Strong attention to detail with the ability to identify compliance gaps and discrepancies.
• Proficiency in data management systems and Microsoft Office Suite (Excel, Word, Outlook).
• Excellent communication skills to interact with customers, contractors, and internal teams.
• Ability to multitask, prioritize work, and meet deadlines in a fast-paced environment.
• Strong problem-solving skills, with the ability to troubleshoot project discrepancies.

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