Job Description

Gallo Mechanical Services is looking for an Assistant Branch Manager to join its growing team. The Assistant Branch Manager plays a key role in supporting the day-to-day operations of the branch while ensuring exceptional customer service and operational efficiency. This position serves as a critical liaison between customers, field personnel, vendors, and branch leadership. Responsibilities include quoting and proposal development, purchasing and procurement, inventory management, vendor coordination, work order tracking, scheduling support, and general branch administration. Key duties and responsibilities include the following.

Customer Service & Sales Support

• Create and manage customer quotes and proposals from development through closure.
• Conduct regular follow-up with customers regarding pending proposals and opportunities.
• Maintain proactive communication with customers regarding work order status and service timelines.
• Address customer concerns promptly and professionally while supporting service level agreement (SLA) commitments.
• Assist with sales reporting, analysis, and administrative support activities.

Operations & Work Order Management

• Track and coordinate all work order activity from initiation through completion.
• Monitor incoming and backlog work orders to ensure service priorities and customer commitments are met.
• Collaborate with Service Managers and Technicians to obtain job details, clarify material requirements, and support operational execution.
• Schedule third-party vendors and subcontractors, including cranes, disposal services, and specialty providers.
• Assist with permit coordination and compliance requirements as needed.

Purchasing, Inventory & Vendor Management

• Research parts, equipment, pricing, availability, and logistics to support branch operations.
• Maintain accurate records of orders, inventory, shipments, and purchasing activities.
• Place approved purchase orders and manage routine procurement activities.
• Support inventory control efforts and adherence to company purchasing procedures.
• Research, evaluate, and compare vendors to identify the best combination of cost, quality, and service.

Administrative & Branch Support

• Ensure smooth daily office operations, including opening and closing procedures.
• Maintain organized branch records and documentation.
• Support reporting, data management, and branch performance tracking.
• Cross-train and provide backup support for branch administrative functions as needed.
• Perform additional duties and special projects as assigned by branch leadership.

Requirements

• High school diploma or equivalent required.
• 2+ years of office, administrative, service coordination, dispatching, purchasing, or operations support experience preferred.
• Experience in HVAC, plumbing, mechanical services, construction, or related industries is preferred.

Knowledge, Skills & Abilities

• Strong proficiency in Microsoft Office Suite and business software systems.
• Experience utilizing ERP, service management, or work order management systems preferred.
• Excellent organizational and time management skills.
• Ability to manage multiple tasks and priorities simultaneously.
• Strong attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Ability to build positive relationships with customers, vendors, and team members.
• Strong problem-solving abilities and customer-service mindset.
• Demonstrated sense of urgency, accountability, and follow-through.
• Self-motivated with a positive, "can-do" attitude.

Physical & Working Conditions

• Primarily office-based environment with occasional visits to customer sites, vendor locations, or job sites.
• Ability to sit, stand, walk, and use standard office equipment for extended periods.
• Occasional local travel within the branch service area may be required.

Benefits

At Gallo Mechanical Services, our foundation is built on the core values of family, service, and exceptional performance. With 80 years as a proud, locally-owned family business, we are dedicated to finding innovative ways to serve and support the community we call home. It all starts with our greatest asset – our people! We invest in your growth through dedicated training programs and back you up with a comprehensive benefits package designed to help you thrive in your career.

• Training, support, and career progression to help you grow in your career.
• Company-paid medical insurance
• Dental, vision, voluntary life, short term disability, accident, and critical illness insurance
• Team Incentive Program (TIP): Allows eligible employees to share in company financial success.
• 401(k) plan with a 5% company match
• Employee wellness resources, PTO benefits, and more!