Office Administrator

Office Administrator Waggoner's Home Services Norman, OK Job Details Full-time $22.50 - $27.10 an hour 22 hours ago Benefits Paid holidays Health insurance Dental insurance 401(k) Paid time off Vision insurance Life insurance Qualifications Teamwork Microsoft Excel Administrative experience Dispatching Recruiting Full Job Description Position Summary The Office Administrator is responsible for supporting the daily administrative, operational, and customer service functions of a multi-trade HVAC, plumbing, and electrical service company. This position plays a critical role in maintaining efficient office operations, supporting field teams, coordinating with management, and ensuring accurate documentation and workflow within ServiceTitan. The ideal candidate is highly organized, detail-oriented, customer-focused, and experienced in a fast-paced service industry environment. Key ResponsibilitiesAdministrative & Office Operations Manage daily office operations and administrative workflows Maintain accurate customer records, job files, permits, and documentation Coordinate communication between office staff, technicians, vendors, and management Answer incoming calls and assist customers professionally and efficiently Monitor office supply inventory and place orders as needed Support branch leadership with reports, scheduling, and operational tasks ServiceTitan Management Utilize ServiceTitan for scheduling, invoicing, dispatch coordination, customer management, and reporting Review work orders for accuracy and completeness Assist with maintaining pricebooks, memberships, tags, and customer records Customer Service & Dispatch Support Provide exceptional customer service to residential and commercial clients Handle customer concerns professionally and escalate issues appropriately Payroll Administration Prepare and process payroll accurately and on time Review technician hours, commissions, job coding, and payroll discrepancies Ensure payroll documentation is complete and compliant with company policies Coordinate with management regarding payroll approvals and adjustments Maintain confidentiality of employee payroll information Human Resources & Onboarding Assist with recruitment coordination and interview scheduling Prepare offer letters and new hire employment documentation Coordinate onboarding process for new employees from offer acceptance through first day Ensure completion of required hiring paperwork, policies, and acknowledgments Assist with employee file maintenance and compliance documentation Coordinate communication between management, payroll, and new employees during onboarding process Fleet Management Coordinate company vehicle registrations, insurance, maintenance, and service schedules Monitor fleet records, fuel usage, and vehicle assignments Track vehicle repairs, preventative maintenance, and licensing requirements Coordinate with vendors and service providers for fleet-related needs Utilize Holman application for fleet documentation, maintenance tracking, and vehicle records management Maintain organized fleet documentation and compliance records Team Coordination Work closely with General Manager, dispatchers, technicians, and warehouse personnel Help maintain company policies, procedures, and compliance documentation Perform other duties as assigned by management Qualifications Preferred 2 years of office administration experience in HVAC, plumbing, electrical, construction, or home service industry Required experience with ServiceTitan Strong computer skills including Microsoft Office (Excel, Word, Outlook) Excellent communication and customer service skills Strong organizational and multitasking abilities Ability to work in a fast-paced environment and manage multiple priorities High attention to detail and accuracy Professional demeanor and team-oriented attitude Preferred Qualifications Familiarity with inventory or warehouse coordination Experience supporting multi-trade service operations Physical Requirements Ability to sit for extended periods Ability to occasionally lift up to 20 pounds Ability to work in an office environment with frequent phone and computer use Benefits Competitive pay Paid time off Health insurance 401K Paid holidays Professional development opportunities

Pay:

$22.50 - $27.10 per hour

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person