Preventive Maintenance Financial Administrative Assistant

Saving the World! Help Wanted…

Budderfly is a fast-growth, private equity-backed energy management outsourcing company that is committed to reducing global carbon emissions for small to medium sized enterprises. We are the premier sustainability partner for businesses with repeatable footprints such as restaurant chains, assisted living facilities, retail franchises, and more. Budderfly installs, monitors, and manages a combination of patented technologies, equipment upgrades, and proprietary energy software to help deliver complete energy saving solutions for our customers.

Celebrating 5 years on Inc. 5000 America’s Fastest-Growing Private Companies list. Recognized in Time Magazine’s Best Inventions of 2025.

We are an energetic and dedicated team working together to make a positive impact on the environment while providing an excellent customer experience. We are growing quickly and looking to add talented people who are passionate about making the world a better place!

We have an opportunity for a motivated individual to fill the role of Preventative Maintenance Financial Administrative Assistant. In this position, the successful candidate will be responsible for supporting the successful ticket resolution and customer satisfaction of theTechnical Services team.

This includes but is not limited to checking PM completion surveys to ensure the required scope is completed in addition to matching the resultant invoices to the customer’s contract with Budderfly for equipment types and number of units on site. The successful candidate will have a background in billing and administrative functions within the HVAC field.

Why this Role is Important:

Budderfly installs a variety of advanced technologies to save energy on our customers’ sites. Ensuring that these technologies operate efficiently and without issue is vital to the success of the organization. This role is for a key player among the impactful team which is tasked with ensuring that these technologies continue to operate at the utmost efficiency while ensuring optimal customer satisfaction. They will do this by tackling all financial administrative tasks related to the Budderfly Preventative Maintenance (PM) program. This includes but is not limited to checking PM completion surveys to ensure the required scope is completed in addition to matching the resultant invoices to the customer’s contract with Budderfly for equipment types and number of units on site. The successful candidate will have a background in billing and administrative functions within the HVAC field.

Responsibilities:

• Works within the company Work Order Management system to ensure work orders are sent to all vendors

• Ensures that all required Work Tasks are included in each Work Order for a site

• Reviews preventative maintenance surveys and invoices to ensure equipment in the survey matches those within the Budderfly Equipment system (FSG). If differences exist, make corrections within the Budderfly equipment system.

• Review PM reports and cross reference them to the customer EMO (contract)

• Act as liaison between the company and vendors

• Provide dedication to improve billing accuracy and business productivity

• Provide excellent and timely communication around preventative maintenance scope through phone, email, and chat

• Ensure utmost preventative maintenance billing (internal and external to Budderfly) throughout Budderfly invoicing and surveying systems

• Ensure equipment data from the site survey matches the equipment records on the preventative maintenance survey.

• Works to improve customer satisfaction throughout the Technical Services preventative maintenance process

• Complete service and PM invoice approvals

Desired Skills and Experience:

• Strong interpersonal, analytical, verbal, and written communication skills

• Coordinating multiple daily tasks concurrently

• Demonstrated experience in administrative work

• Demonstrated experience in data analysis and work being fulfilled to contractual obligations

• Able to work as a team player and independently

• Creative problem solver with ability to multi-task

• Passion for energy savings

• Maintaining positive relationships with team members

• Enjoys continuous learning, as supported by your organization, both technically and professionally

• Excellent verbal and written skills.

• Work across and with organization Teams.

Compensation
$18—$26 USD

Compensation is based on factors including level of experience, skillset, qualifications, and location.

What We Offer:

• Career advancement opportunities in a fast-growing, supportive company environment

• Competitive pay

• Full benefits package including medical, dental, vison, 401K, life insurance, and disability insurance

• Opportunity to work as part of a team that values its members and works together to achieve positive change.

Budderfly is committed to providing equal employment opportunities to all applicants and employees without regard to race, color, creed, religion, sex, sexual orientation, gender identity, marital status, citizenship status, age, national origin, ancestry, disability, veteran status, or any other legally protected status, and to affirmatively seek to advance the principles of equal employment opportunity.

We welcome all job seekers, including those with disabilities. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to use or access the Company’s career web page as a result of your disability.