Service Administrator - Federal

Job Summary We are seeking a dynamic and detail-oriented Service Administrator - Federal to join our team and drive excellence in service operations. In this role, you will provide administrative and operational support for federal contracts across multiple military installations. This role ensures efficient scheduling, accurate recordkeeping, compliance with military access requirements, and effective communication among project teams, service technicians, subcontractors, and facility stakeholders. Responsibilities Provide backup support for incoming calls and direct inquiries to appropriate personnel as needed. Assist with dispatch operations by generating work orders for government service calls and following up on missing documentation and paperwork. Maintain Service Department technicians' electronic schedule. Prepare equipment logs by building for scheduled service visits and enter completed service data based on technician reports. Maintain and manage trouble call logs. Manage work orders, purchase order numbers, and related job records in the system for the Aktarius account. Track and log materials required to perform monthly, quarterly, semi-annual, and annual preventive maintenance services. Assist with procuring materials related to recommended work covered under the Firm Fixed-Price (FFP) contract. Process delivery tags, invoices, and cost coding documentation, ensuring accurate electronic filing for both Task Orders and Service work. Assist in compiling and organizing required documentation for monthly PM Service and completed Task Order billing packages. Prepare weekly safety meeting documentation. Maintain professional working relationships with general contractors, building facility managers, clients, subcontractors, vendors, and internal teams. Assist the Project Manager with coordination of NAVFAC Task Orders (service, construction, and outside projects). Support the preparation of project plans, schedules, progress updates, and estimate logs. Maintain and organize project documentation, including submittals, RFIs, change orders, progress reports, meeting notes, and follow-up action items. Assist with vendor and subcontractor pricing inquiries and procurement of materials and equipment. Assist with budget tracking for Task Orders. Oversee processing of military access requirements, including DBIDS, SAAR, COMPAC, PACFLT, PNEO, PACAF, JIOC, and CIA clearances, while maintaining tracking logs to ensure timely submission, approval, and renewal. Perform other duties as assigned.

Minimum Qualifications:

Minimum 2 years of administrative or office support experience. Experience in HVAC, construction, or service industry preferred. Proficient in Microsoft Office (Word, Excel, Outlook). Strong organizational skills with the ability to manage multiple tasks and priorities. Excellent written and verbal communication skills. Strong attention to detail and accuracy. Ability to work independently and collaboratively in a team environment.

Pay:

$23.00 - $27.00 per hour

Benefits:

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

Work Location:

In person