Assistant Service Manager at Tolin Mechanical Systems Company – Denver, Colorado

About Tolin Mechanical

Founded in 1948 in Denver, Colorado, Tolin Mechanical is a trusted HVAC contractor with locations across Colorado, Arizona, and the Mid-Atlantic. Our team is made up of skilled engineers, HVAC technicians, sales, operations, and support staff who take pride in delivering high-quality service. We provide centralized support from our Denver headquarters, so our field teams can focus on doing what they do best—solving problems and keeping clients comfortable. Learn more at www.tolin.com

Position Overview

The Assistant Service Manager supports the Service Manager in the day-to-day operations of the service department, helping ensure smooth service delivery, technician productivity, customer satisfaction, and administrative accuracy. This role focuses on execution, coordination, and follow-through while developing the skills required to step into a Service Manager role in the future.

The Assistant Service Manager acts as a bridge between technicians, service coordinators, and leadership, keeping work moving, issues resolved, and standards upheld.

Key Responsibilities:

Service Operations Support

• Assist with daily service coordination, including call flow, scheduling support, and labor load balancing.
• Support management of service calls, appointments, and technician dispatch boards within Great Plains or current ERP.
• Help monitor preventive maintenance status and backlog using Power BI and SSRS reports.
• Assist in tracking and resolving Service Problem Reports (SPRs).
• Support proper setup and administration of service agreements (CSP, C1, C2, and custom agreements).
• Assist with Quick Quotes, renewals, and escalation processes as directed by the Service Manager.

Customer Support & Communication

• Serve as a secondary escalation point for customer concerns, helping ensure timely resolution.
• Maintain accurate customer notes and documentation (e.g., site access details, lockbox codes).
• Support proactive customer communication regarding scheduling, PM completion, and service follow-ups.
• Work closely with Customer Service Representatives to ensure customer expectations are met.

Technician Support & Team Coordination

• Assist with technician meetings, preparation of agendas/PowerPoint, and follow-up on action items.
• Help monitor technician workloads, backlog, and development needs in coordination with lead technicians.
• Support onboarding activities for new technicians, including system access and process orientation.
• Reinforce company standards, expectations, and service processes in daily interactions.

Safety & Compliance

• Assist with tracking and verification of monthly safety requirements.
• Help ensure Job Hazard Analysis (JHA) forms are completed and properly documented.
• Assist Service Managers with field safety verifications and follow up on corrective actions as needed.

Administrative & Financial Support

• Assist (as requested) with payroll review and time tracking using Mobile Tech Payroll Editor and Time Track Summary tools.
• Help review service performance, profitability, and labor utilization reports.
• Assist with MURA Purchase Order list and MURA Invoice billing questions.
• Assist with inventory oversight, including shop supplies, tools, uniforms, and parts lockers.

Tools & Systems Exposure

The Assistant Service Manager will gain hands-on experience with:

• Great Plains (or current ERP), Mobile Tech, and xoi integration and tracking.
• Power BI and SSRS reporting
• Agreement Central
• Quick Quotes Online
• Tolin Apps (Escalations, Job Review Manager, Payroll Auditor
• Tolin Bookings (Maintenance Booking Portal & Cancellation Portal)

Career Path

• This role is designed as a developmental position with a clear growth path into the Service Manager role based on performance, capability development, and business need.

Compensation & Benefits:

Average Starting Salary: $70K to $85K with Incentive Plan (discretionary performance-based incentive). Combined experience, education, skills and knowledge will be taken into consideration.

• Medical, Dental and Vision Plan
• Life insurance
• Long Term disability
• Flexible Spending Accounts
• 401K Plan
• Profit Sharing based on company performance
• Tuition Reimbursement
• Car allowance
• Company cell phone
• Gas card
• Paid Holidays
• PTO
• Professional training and development

Qualifications & Skills:

• Experience in HVAC, service operations, dispatch, or service coordination preferred
• Strong organizational and follow-through skills
• Ability to communicate effectively with technicians, customers, and internal teams
• Comfort working with operational systems and performance reports
• Demonstrate interest in leadership and service management career growth
• Strong attention to detail and commitment to safety and process compliance

Minimum Qualifications:

• Over 18 years of age
• High School diploma or GED
• Strong written and verbal English skills
• Valid driver's license with driving record in good standing

Additional Job Information:

Tolin Mechanical is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation). Parental status, national origin, age, disability, family medical history or genetic information, political affiliation, military service, or other non-merit-based factors, or any other status protected by federal, state, or local law. Equal Opportunity Employer, including disabled and veterans.

Pursuant to Colorado’s Job Application Fairness Act, applicants providing certifications, transcripts, or other materials may redact information that identifies the applicant’s age, date of birth, or dates of attendance at or graduation from an educational institution.

If you need additional EEO information or resources, please visit https://www.eeoc.gov/