ScaleHorse

Virtual assistant

Virtual assistant for hvac

The one-time recruitment fee is USD 2,795 (USD 350 deposit + USD 2,445 on hire). There is no ongoing recruitment markup. The six-month guarantee is a replacement search, not a refund.

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A welder in a workshop, helmet down, working on a metal frame.

The fee

USD 2,795

Charged once. No monthly markup on the wage.

The shortlist

21 days

The target from an agreed brief to three finalists.

The guarantee

6 months

Another search if it does not work out. Not a refund.

The work

Tasks this hire takes

A virtual assistant for HVAC books services, maintenance contracts and the parts chase.

The technician still diagnoses and prices the repair.

Two jobs shape a normal week for hvac: Book seasonal services on the maintenance list, and log breakdowns against the contract. Firms hire for that rhythm, not for an empty inbox.

  • Book seasonal services on the maintenance list

  • Log breakdowns against the contract

  • Order parts the tech specified

  • Send the quote the owner priced

  • Chase service invoices after sign-off

Book seasonal services on the maintenance list. For hvac, that work sits beside simPRO, ServiceM8 or AroFlo. The principal still makes the call above it.

Log breakdowns against the contract. Ask each finalist for hvac when they last did this, and whether they did it in simPRO, ServiceM8 or AroFlo.

The brief for hvac should treat this as a standing job: order parts the tech specified. simPRO, ServiceM8 or AroFlo is where the office checks it.

Send the quote the owner priced. If the hire has not used simPRO, ServiceM8 or AroFlo, the first month for hvac includes learning it, and the principal still reviews the output.

Chase service invoices after sign-off. For hvac, write down what done looks like, and who is told when it is finished.

Day one

Software in the brief

Name simPRO, ServiceM8 or AroFlo in the brief for hvac when the hire will use it in the first week.

Say whether A maintenance contract list is required on day one for hvac, or taught after the start.

A short task in The parts supplier portal you use can be part of the interview for hvac, if you want to see the work.

You grant access to Xero for the invoice the owner coded. For hvac, the hire should have that login before week two.

  • simPRO, ServiceM8 or AroFlo

  • A maintenance contract list

  • The parts supplier portal you use

  • Xero for the invoice the owner coded

The line

Compliance boundary

The hire does not diagnose a unit or price a repair.

For hvac, the interview repeats the boundary above. The hire should be able to say what they will not decide.

Who we introduce

Roles we place

We place a scheduler and an admin assistant for the contract book.

Three people are introduced for hvac. You interview them, and you choose the one who starts.

Pricing

The recruitment fee is USD 2,795, charged once.

USD 350 opens the search. USD 2,445 is due when you select someone.

A monthly markup is a different model. We do not add one.

Charged once

USD 2,795

You pay the person you select directly after that.

Deposit to open the search
USD 350
Balance when you select someone
USD 2,445

USD 350 deposit + USD 2,445 on hire. A monthly markup is a different model.

Guarantee

Six months

If the person you select leaves within six months, we search again.

That second search is not a refund.

What the replacement guarantee covers

How a search works

Process

  1. 01

    Agree the brief

    Agree the tasks, tools and hours

  2. 02

    Search

    We search and assess candidates

  3. 03

    Shortlist

    About 21 days to three finalists is a target

  4. 04

    You choose

    You interview them and you choose

Book a free call when the hvac brief is ready to open.

The first 90 days

  1. 01

    Days 1 to 30 for hvac are for learning simPRO, ServiceM8 or AroFlo and the way the office already hands work across.

  2. 02

    By day 60 this should be routine for hvac: Order parts the tech specified.

  3. 03

    The day-90 review asks one question for hvac: is “Chase service invoices after sign-off” happening without you chasing it?

What we ask before we search

  • On the call for hvac, we ask who does this today: book seasonal services on the maintenance list.
  • We ask which of these the hire for hvac must open on day one: simPRO, ServiceM8 or AroFlo, A maintenance contract list, The parts supplier portal you use.
  • For hvac, we ask you to say the line a new starter must not cross.

Shared hours are written into the brief for hvac before anyone is approached.

Book a call

Tell us the work. We'll introduce three people.

Book a free call

FAQ

Related industries

Post-Hire Support

We set you up to manage them.

Never managed a remote hire before? We set you up with the tools to manage them: remote time tracking, a business call line with SMS, communication and messaging tools, payments, and onboarding guidance for the first 30, 60 and 90 days.

We guide you through the legal side of hiring offshore (contracts, contractor setup and paying them properly) and keep it simple.

This is general guidance, not a substitute for your own legal or tax adviser.

See Post-Hire Support
  • Onboarding guidance for the first 30, 60 and 90 days
  • Communication tools and response expectations
  • Meeting cadence and management frameworks
  • KPI and performance guidance tailored to the role
  • SOP guidance so knowledge doesn't live in your head
  • Recommended tools for phone, payments, time tracking and messaging
  • Best practices for remote and offshore team management
  • Legal and compliance guide for engaging offshore team members

When you're ready

Send the role. Then pick a time.

A name, a number and the work you want to move. We'll use it to prepare the call.

Start here

Tell us the role. We'll set up the call.

or book a call directly

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