Administrative Assistant – HVAC Controls

Company: Alaska Integrated Services, LLC

Reports To: Administrator Manager

Location: Fairbanks, AK

Type of Position & FLSA Status: Regular/Full-Time/Non-Exempt

EEOC JOB CATEGORY: Professional

ABOUT US:

Alaska Integrated Services, LLC (AIS) is a mechanical contracting company owned by Chugach Commercial Holdings, LLC, specializing in building controls and refrigeration, based in Fairbanks, Alaska. The company operates across offices in Fairbanks and Anchorage, supporting clients throughout the state.

AIS provides a range of services including HVAC systems (mechanical and electrical), controls and instrumentation, SCADA/graphical interface systems, and electrical service and installation, as well as lighting, access control, and CCTV systems.

AIS is an authorized Delta Controls representative and the sole Schneider Electric controls representative in Alaska, with over 20 years of experience installing, servicing, and distributing these systems. The AIS team is focused on delivering reliable, high-quality systems tailored to Alaska’s unique operating environments.

JOB SUMMARY:

The Administrative Assistant supports the daily operations of the HVAC controls branch by performing a range of clerical and administrative tasks, coordinating office activities, and assisting with customer and vendor communications. This role helps ensure efficient workflow across departments by managing schedules, processing documentation, and maintaining accurate and organized records.

The ideal candidate is highly detail-oriented and organized, with prior administrative experience in HVAC, construction, or a related technical industry. Proficiency in Microsoft Office applications is required, with strong expertise in Excel. The candidate should also demonstrate excellent customer service and communication skills.

ESSENTIAL DUTIES:

Office Administration and Support:

• Handle incoming calls, emails, and correspondence, directing inquiries to the appropriate departments.
• Maintain office supplies, equipment, and records to ensure smooth daily operations.
• Assist in preparing reports, presentations, and documentation for internal and external use.

Customer and Vendor Coordination:

• Communicate with customers, vendors, and subcontractors regarding appointments, orders, and inquiries.
• Assist in processing purchase orders, invoices, and vendor payments.
• Maintain organized records of customer accounts, contracts, and service requests.

Scheduling and Data Entry:

• Schedule meetings, service appointments, and project timelines for the sales and technical teams.
• Accurately input data into CRM software, accounting systems, and internal databases.
• Track and follow up on pending administrative tasks, ensuring timely completion.

HR and Employee Support:

• Assist with employee onboarding, training coordination, and maintaining HR records.
• Track attendance, vacation requests, and payroll-related documentation.
• Help enforce office policies and procedures to maintain a professional and safe work environment.

JOB REQUIREMENTS:

Mandatory

• High school diploma or equivalent required.
• Valid driver’s license with a clean driving record

HOURS AND COMPENSATION

• 
  Schedule: 8:00 AM – 4:30 PM (30-minute lunch) or 7:30 AM – 4:30 PM (1-hour lunch)
• Employment Type: Full-time, non-exempt
• 
  Work Location: In-office; remote work is not available
• 
  Compensation: $25–$28 per hour, depending on experience and qualifications
• 
  Benefits: Vacation accrual based on length of employment