Find Jobs
Find Jobs Near You – Available Work in Your Location
Skip to job details
BM
B-G Mechanical
Service Administrator
Career Insights for Administrative Clerk / Coordinator
See where this job fits in the broader career landscape. Knowing your career path helps you see what's possible from here.
Scorecard
Based on Massachusetts data
Review key factors to help you decide if this role fits your goals. How is this calculated?
What they do
An Administrative Clerk or Coordinator performs administrative work in an office. Coordinates work to support an office team. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails. May manage office staff expenses, supplies or schedules.
$50,744 / year median in Massachusetts
+5% projected growth
Job Description
Are you an organized, customer-focused professional who thrives in a fast-paced environment? B-G Mechanical, an HVAC contractor, is looking for a Service Administrator to be the central hub of our service operations team. In this highly visible role, you will be the first point of contact for employees, customers, and business partners while providing essential administrative support that keeps our service department running efficiently and profitably. This position is perfect for someone who enjoys building relationships, solving problems, coordinating multiple priorities, and making a meaningful impact on daily business operations. You'll work closely with service technicians, managers, customers, and accounting personnel to help deliver exceptional service experiences while supporting the continued growth of the business. Service Operations & Customer Support Serve as the primary administrative support resource for the service department. Welcome and assist customers, vendors, and employees with professionalism and enthusiasm, both in person and over the phone. Coordinate, schedule, and dispatch service technicians based on customer needs, technician skills, location, workload, and service priorities. Review technician time entries, service reports, and work order documentation for accuracy and completeness. Order materials required for scheduled maintenance and service projects. Provide exceptional customer service by responding to inquiries and ensuring timely resolution of administrative issues. Work Order Administration & Invoicing Manage and administer closed service work orders within the COINS system. Prepare accurate and timely invoices for completed service work, including time-and-material billing and markup application. Monitor and minimize Work-in-Progress (WIP) levels by ensuring prompt processing of completed work orders. Assist with accounts receivable activities, including collections support, payment plan coordination, re-invoicing, credits, and rebills. Contract Administration Manage maintenance contract renewals through a proactive 30-, 60-, and 90-day renewal planning process. Coordinate contract renewals with customers and maintain accurate records within the COINS system. Administer new maintenance agreements, ensuring accurate setup of equipment data, spend plans, sales values, and margin information. Collaborate with management during monthly Contract Status Review (CSR) meetings to support customer retention and contract growth. Team & Business Support Assist with onboarding support, including coordinating office equipment, computers, phones, and tablets for new employees. Cross-train in multiple administrative functions to provide flexible support across the service department. Maintain compliance with company safety policies and procedures. Support additional service department initiatives and projects as assigned. Required Qualifications High School Diploma or equivalent required; Associate's Degree preferred. 3-5 years of experience in a Service Administrator, Service Coordinator, Dispatcher, or similar administrative role. Strong proficiency with Microsoft Office applications. Experience working with ERP systems; COINS experience is highly preferred. Excellent organizational, communication, and customer service skills. Ability to effectively prioritize and manage multiple tasks in a fast-paced environment. Strong attention to detail and commitment to accuracy. Ability to work independently while contributing positively to a collaborative team environment. Preferred Skills & Attributes Strong problem-solving and decision-making abilities. Comfortable interacting with customers, managers, technicians, and vendors at all levels. Ability to remain calm, professional, and effective under pressure. Strong sense of accountability, urgency, and follow-through. Positive attitude and willingness to take initiative. If you're a detail-oriented professional who enjoys organizing, coordinating, and making a difference every day, we'd love to hear from you. Join our team and help deliver outstanding service to our customers while building a rewarding career.