Service Administrator
Job Summary
We are seeking a dynamic and highly organized Service Administrator to join our team! In this vital role, you will serve as the central hub for administrative support within our service department, ensuring smooth operations and exceptional customer experiences. Your energetic approach and attention to detail will help coordinate appointments, manage communications, and support our team in delivering top-quality service. If you thrive in a fast-paced environment, possess strong office management skills, and enjoy providing outstanding customer support, this opportunity is perfect for you!
This role acts as a back up to the service dispatcher as needed to maintain the Service Technicians daily schedules and dispatch the technicians as service calls are completed. Assist in taking incoming customers calls and creating dispatch tickets as service calls are received. Handle dispatch related functions in the service dispatcher's absence during lunch, breaks, vacation, etc. As the Service Admin, this role will maintain the customer database with current information, process billing, timecards, service invoices, and warranty part returns.
Work Hours: 7:30am - 4:30pm, Monday through Friday, with rotating after-hours/weekend on-call schedule
Pay Scale: $60,000+ annually based on experience, plus Benefits Package
Benefits: We offer a comprehensive benefits package including Full Family Health Coverage with dental and vision; All Major Holidays Paid, PTO Vacation Package, 401K after 1 Year
Responsibilities
- Handle multi-line phone systems efficiently, directing calls and addressing customers' needs
- Assist in scheduling service appointments and maintain dispatch board and schedule to optimize workflow
- Maintain accurate records through data entry, filing, and updating client information
- Provide exceptional customer service by addressing inquiries promptly and courteously
- Office management tasks such as processing billing and invoices, technician timecards, and handling warranty part returns.
- Assist Dispatcher with ordering parts
- Process Maintenance Renewals
- Other duties as assigned
Qualifications
- High school diploma or general education degree (GED)
- Two to Five years related experience and/or training in customer service, call taking, dispatching or project management or equivalent combination of education and experience
- Experience in HVAC, plumbing, or home service industry is preferred
- Familiarity with dispatching or scheduling software
- Proven experience in office management or administrative roles with strong organizational skills
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
- Familiarity with Service Titan is a plus
- Familiarity with QuickBooks accounting software is a plus
- Excellent phone etiquette and ability to handle multi-line phone systems effectively
- Strong computer literacy with the ability to learn new software quickly
- Previous experience in customer service or as a receptionist
- Demonstrated clerical experience including data entry and billing functions
- Exceptional time management skills with the ability to prioritize tasks efficiently
Join us to be part of a vibrant team dedicated to providing outstanding service while fostering a positive work environment. Your energy and organizational expertise will make a meaningful impact every day!
