HVAC Clerk

Job Description

Job Title: HVAC Clerk

Reports to: Service Manager

Job Summary:

The HVAC Clerk provides administrative and clerical support to ensure smooth daily operations within the Services HVAC team. This position involves data entry, recordkeeping, document management, and general office assistance to support service technicians, service coordinators, and management.

Responsibilities:

• Maintain accurate service records, job files, and equipment logs.
• Input work orders, service tickets, and customer data into company systems.
• Assist with invoicing, billing, and purchase order entry.
• Receive incoming service calls and dispatch to appropriate service personnel as required.
• File, scan, and organize physical and digital documents.
• Support inventory control by entering parts usage and delivery records.
• Assist in coordinating technician paperwork, time entry, and billing.
• Provide general administrative support to office and service staff.
• Maintain a clean and organized work area.

Ideal Experience & Qualifications:

• High school diploma or equivalent.
• Prior experience in a clerical or administrative role preferred.
• Basic knowledge of HVAC industry.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and office equipment.
• Strong attention to detail and organizational skills.
• Ability to multitask and meet deadlines in a fast-paced environment.
• Excellent communication and interpersonal skills.
• Strong communication skills

About Gallo Mechanical Services

Gallo Mechanical Services is an affiliated company with Gallo Mechanical, a top-tier mechanical construction and service provider headquartered in Louisiana, with offices throughout Louisiana, Texas (Beaumont), Carolinas (Charlotte, Raleigh, and Charleston), and Mississippi (Biloxi) areas. Gallo Mechanical LLC is built on a bedrock foundation of dedication to family, service and performance. The company, a 75-year locally-grown family operation, is deeply invested in finding the best way to both serve and grow the community in which they live and work. The mission of Gallo Mechanical Services is to provide facility owners premium post-construction service and warranty support throughout the lifecycle of their facilities.

Inclusive Employer

Our number one focus will always be our people. Gallo Mechanical welcomes employees from varied backgrounds and walks of life, and it’s reflected in our diverse community. Gallo Mechanical is proud to be an equal opportunity employer and is committed to administering personnel actions, including hiring, training, promoting and compensating its employees, without regard to race, color, religion, sex, sex stereotyping, pregnancy (which includes pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law.