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Controller's Assistant

Vancouver, WA 98664

Job ID: 61676 Industry: Executive

Relaxed Construction Office,

Currently Seeking A Controller’ s Assistant with

STRONG Attention to Detail!


Do you want to work to work for a family owned business? Do you see yourself working for a relaxed construction office? Do you prefer business casual attire? Can you handle high level spreadsheet work? Are you comfortable with a lot of HEAVY phone work? Can you mange schedules and follow ups? Have you been told you have STRONG ATTENTION TO DETAIL?


If you answered yes, to any or ALL of these questions, and you’ re interested in applying for this amazing direct hire opportunity, please send your resume to Miranda at [email protected] NOW to secure your interview!



Primary Tasks:
  • Commercial HVAC Maintenance Coordinator
  • Accounts Receivable


Secondary Tasks:
  • Backup HVAC Service Scheduling
  • Backup HVAC Residential Install Scheduling
  • Administrative Assistant to Controller


Required Skills and Abilities:
  • Office 365 Site (Word, Excel, Outlook) – Intermediate to Advanced Skill Level
  • QuickBooks Enterprise – Intermediate to Advanced Skill Level
  • 10-key by touch
  • Multi-line Phone System (Heavy phones – Incoming and Outgoing)
  • Comfortable learning new software platforms
  • Able to perform job with minimal direction and also perform well as part of a team


HVAC Maintenance Responsibilities:
  • Commercial
    • Create work orders, attach additional work needed from monthly file, and put on schedule
    • Prepare work order for technicians
      • Obtain PO number and check PM spreadsheet for accuracy
      • Enter PO number in QB and add details from QB notes to work order
      • Schedule with customer as noted in QB
      • Attach any outstanding estimates to repair, equipment reading sheets, and roof maps as needed
      • Order filters, belts, etc. when received from supplier
      • When technician as completed work and during invoicing – update any estimates to repair and attach to invoice
      • Update PM spreadsheet and roof maps as needed
      • Schedule surveys for new PM customers, create new PM agreements, and submit to customers for approval
      • Every two years: Update customer PM agreements (ideally – complete on a monthly basis)
  • Residential
    • Schedule incoming maintenance and write up work order
    • Process residential maintenance agreements
      • Scan to customer’ s account in QB
      • Enter information into master sheet of PM spreadsheet
      • Ad to appropriate month in monthly postcard lists and update lists as needed
      • Forward completed agreements to Office Manager for spiffs
      • Monthly: Label postcards for next month, add postage, and mail
  • Invoicing
    • Review service/ maintenance work orders, invoice, and submit to customer
    • If additional information needed-request from service department
    • Indicate on PO spreadsheet that invoice as been processed
      • Weekly (currently Friday): update Outstanding Work Order report and submit to persons who have issued work orders that have not been processed or are not on the service on-going list
    • Turn in processed invoices to service for removing from service for removing from service on-going list
    • Update customer files as needed

  • Accounts Receivable
    • Post credit cars payments and checks to customer’ s accounts and checking register
    • Post other payments: rebates, warranty payments, warehouse rental checks, etc
    • Past due accounts (monthly):
      • Pull current aging report
      • Pull appropriate statements and forward to customers
        • HSP, AA, and Hannah – email to people listed in QB notes
          • Others, - Controller approves mailing
    • Mail past due invoices for all customers in the 31-90-day columns. Have Office Manager review install invoices to see if OK to mail out
    • Follow up with email or phone call on customers in > 90 column
    • Send past due letters when collection process warrants
    • When applicable and approved, process past dues for submission to collection agency
  • Banking
    • Daily deposits over $1, 000.00
    • Assist with monthly statement balancing as needed
    • Balance petty cash monthly
  • Uniforms
    • Order shirts, coats, and sweatshirts one time per year in July/August
      • Post list on shop door for employees to order sizes and number of shirts needed
      • Order uniforms – using current stock as available
      • Check in order, take to vendors for screen-printing and embroider
      • Pick up from vendors and distribute to employees
      • Send email to Controller regarding employee payroll deductions for sweatshirts and coasts
  • Office Supplies
    • Order supplies weekly from Office Depot. Check in and shelf or give to requesting employee.
  • Filter Stock
    • Order and stock filter stock as needed
  • Postage Meter
    • Add postage, change ink (order as needed)

Miranda Walz

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