Service Administrator needed

Service Administrator needed W.B. Guimarin - 3.1 Columbia, SC Job Details Full-time $40,000 - $45,000 a year 1 day ago Qualifications Customer communication Productivity software Full Job Description W.B. Guimarin & Co., Inc. is seeking a highly organized and detail-oriented Service Contract Administrator / PM Coordinator to support our HVAC Service Operations team. This position plays a critical role in managing preventive maintenance contracts, processing service work orders, supporting technicians and customers, and ensuring accurate contract billing and documentation. The ideal candidate enjoys working in a fast-paced environment, is comfortable managing multiple priorities, and has strong administrative, customer service, and data management skills. Key Responsibilities Service Work Order Processing Process and complete preventive maintenance (PM) and full-service contract work orders. Verify labor, materials, stock charges, and service documentation. Attach PM sheets and supporting documents within Jonas software. Review service tickets for accuracy and correct coding discrepancies. Communicate with technicians to clarify work performed and obtain missing information. Notify management of repair opportunities identified during maintenance visits. Maintain organized electronic and physical service records. Contract Administration Create and maintain service contracts within Jonas. Enter and update equipment information for new contracts. Attach signed agreements and maintain contract documentation. Prepare PM schedules and maintenance sheets for service technicians. Update contract files and maintain accurate customer records. Contract Renewals Generate monthly contract expiration reports. Coordinate renewal reviews with Branch Managers. Process contract renewals in Jonas. Prepare renewal reports for management. Archive prior-year contract documentation and maintain active contract files. Customer Communication Email PM reports, service tickets, and invoices to customers. Upload documentation to customer portals as required. Support customer care and service follow-up processes. Answer incoming service calls and create service work orders. Service Operations Support Enter service requests and dispatch information into Jonas. Issue purchase orders to technicians as needed. Update PM schedules, equipment information, and service documentation. Maintain PM coversheets with equipment, filter, and belt information. Support branch service teams with administrative and operational needs. Qualifications Required 2+ years of administrative, service coordination, contract administration, or customer service experience. Strong computer skills and proficiency with Microsoft Office. Excellent organizational and time management skills. Strong attention to detail and accuracy. Ability to manage multiple priorities and deadlines. Professional verbal and written communication skills. Preferred Experience in HVAC, mechanical contracting, construction, facilities maintenance, or service industries. Experience with Jonas Construction Software or similar ERP systems. Experience managing service contracts, maintenance agreements, or work orders. Success Factors The successful candidate will: Be highly organized and process-oriented. Thrive in a fast-paced service environment. Take ownership of tasks and follow through to completion. Communicate effectively with customers, technicians, and managers. Demonstrate accuracy and attention to detail. Support our commitment to exceptional customer service. Why Join W.B. Guimarin? At W.B. Guimarin, we believe in: Doing the Right Thing Being the Contractor of Choice Being the Employer of Choice Fielding the Best Team Sharing Information Delivering Success Through Service We offer competitive compensation, benefits, opportunities for growth, and a team-oriented culture focused on excellence and customer satisfaction. "Equal Employment Opportunity Employer - minority/female/veteran/disabled". We are a Drug-Free Workplace.