Job Title:

Service Administrator Department:

Commercial Service Reports To:

Maintenance Agreement Supervisor Job Type:

Full-Time Schedule:

Monday - Friday, 8 hours per day

About Us:

Atomatic Mechanical Services is a leading full service mechanical contracting company specializing in HVAC and mechanical systems. Founded in 1945, Atomatic serves the needs of Chicagoland area customers, offering a wide variety of residential and commercial services. We are a values-driven organization with a great company culture. We pride ourselves on our commitment to collaboration, integrity, and quality. Our focus is people - putting the well-being of our employees and customers first.

Position Overview:

The Service Administrator is a data-driven role responsible for administrative functions related to supporting our HVAC maintenance agreement service. As a member of the Maintenance Agreement Team, this role is critical in supporting the success of our maintenance services and providing a positive experience for clients, technicians, account managers, and internal operations team members. The primary responsibilities for this role include team collaboration, data-entry, and document maintenance throughout the maintenance contract lifecycle. Additional duties include follow-ups, communication, and administrative support for our service sales team and field technicians.

Principal Duties:

• Collaborate with Maintenance Agreement Team members to execute all contract-related tasks (new contract entry, renewals, amendments, terminations)
• Enter, update, and maintain accuracy of client, property, and equipment asset data
• Identify and resolve discrepancies in data, investigating inconsistencies through to resolution
• Review inspection documentation for completeness and distribute to the appropriate parties
• Create, revise, and upload documentation to client portals as requested
• Provide administrative support for account managers and field technicians
• Support the Maintenance Agreement Team with on-going project initiatives to improve efficiency, processes, and data accuracy
• Perform additional tasks as needed to support the Maintenance Agreement Team
• Other duties as assigned

Skills and Qualifications:

• High school diploma or equivalent required. Associate's degree in business or related field preferred.
• Prior experience with contracts and HVAC is not required; we place greater value on precision, problem-solving ability, and the capacity to learn new systems quickly. Training on contract-specific processes will be provided.
• Exceptional attention to detail
• Ability to process a high-volume of requests accurately and timely
• Excellent organizational and time management skills
• Experience with Microsoft Business Applications (Outlook, Excel, Word, PowerApps, SharePoint, OneNote) preferred
• Previous experience working in an office environment
• Previous experience working on a team with a shared inbox preferred
• Ability to work independently and be a team player
• Background in data entry, office administration, accounting, or a comparable detail-oriented role strongly preferred
• Above average communication skills, both verbal and written
• Excellent organizational and time management skills
• Problem solving
• Patience and persistence for repetitive tasks
• Ability to work in a fast-paced environment with high-volume, straightforward tasks

Work Environment/Physical Requirements:

• Standard in-office environment

Compensation:

Salary Range is $50,000 - $60,000 per year

Supplemental Pay:

Bonus eligible on an annual discretionary basis

Benefits:

Health insurance Dental insurance Vision insurance Basic Life and AD&D insurance (100% company paid) Long-Term Disability insurance (100% company paid) Paid time off 401(k) 401(k) matching Company wellness program Employee Assistance Program (EAP) Legal benefits Pet insurance Supplemental insurance Professional development assistance

Equal Opportunity Employer Statement:

Atomatic Mechanical Services is an equal opportunity employer. How to

Apply:

Interested candidates are invited to submit a resume and cover letter to resumes@atomatic.com. Please include "Service Admin Application - [Your Name]" in the subject line of your email.

Pay:

$50,000.00 - $60,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Employee assistance program Paid time off Parental leave Professional development assistance Retirement plan Tuition reimbursement Vision insurance Ability to

Commute:

Arlington Heights, IL 60004 (Preferred)

Work Location:

In person