Job Overview We are seeking a dynamic and detail-oriented Service Administrator to join our team! This role provides administrative and operational support for federal contracts across multiple military installations by supporting scheduling, work order administration, recordkeeping, project documentation, military access requirements, and coordination among project teams, service technicians, subcontractors, vendors, and facility personnel. This is an exciting opportunity to develop your administrative skills while contributing to a vibrant team environment. Duties 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 Federal Service 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 for assigned federal service accounts. Track and log materials required to perform monthly, quarterly, semi-annual, and annual preventive maintenance services. Assist with procurement of materials for recommended work covered under Firm Fixed-Price (FFP) contracts. Process delivery tags, invoices, and cost coding documentation, ensuring accurate electronic filing for both Task Orders and Service work. Compile and organize required documentation for monthly preventive maintenance 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. Support the Project Manager with coordination of NAVFAC Task Orders (service, construction, and outside projects). Assist with maintaining project schedules, progress updates, estimate logs, and other project tracking documents. 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. Process and track military installation access requirements, including DBIDS, SAAR, COMPAC, PACFLT, PNEO, PACAF, JIOC, and other required access or clearance documentation. Maintain tracking logs to support timely submission, approval, and renewal. Perform other duties as assigned. Skills High school diploma or equivalent required; associate's or Bachelor's degree Business Administration, Construction Management, or a related field preferred. Two (2) years of administrative, project coordination, or office support experience, or an equivalent combination of education and relevant work experience. Experience in commercial HVAC, construction administration, federal contracting, or service industry preferred. Proficient in Microsoft Office, including Word, Excel, and Outlook. Strong organizational and time-management skills with the ability to manage multiple tasks and priorities. Strong written and verbal communication skills. Strong attention to detail and accuracy. Ability to work independently and collaboratively in a team environment. Join us as a Service Administrator and become an essential part of a team dedicated to delivering outstanding service!

Pay:

$20.00 - $27.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) Dental insurance Flexible schedule Health insurance Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person