Service Office Admin

Role:

The Service Office Admin will support the daily operations of the Service Department by coordinating dispatch, payroll administration, purchasing, and general office functions. This role is responsible for scheduling service technicians, creating and managing service work orders, and ensuring accurate documentation for billing and payroll. The Service Office Admin will also maintain communication with technicians, customers, and internal team members to ensure service operations run efficiently. To be successful in this role, an individual must be organized, detail oriented, and able to manage multiple tasks in a fast-paced environment. Proficiency in Microsoft Office Suite and other standard computer software is required. Strong problem-solving, communication, and interpersonal skills are essential, maintain confidentiality, and work effectively with technicians, customers, vendors, and internal staff.

Responsibilities:

• Organize service dispatch operations: o Answer incoming service calls and dispatch/schedule technicians based on customer needs and technician availability.

o Create work orders, assign technicians, and adjust assignments as schedules or priorities change. o Update technician schedules and the dispatch board (daily, weekly, and monthly) to ensure efficient service operations and upcoming preventive maintenance visits.. o Review completed work orders for billing readiness.

• Administer payroll support for service technicians and related trades by uploading labor hours and submit payroll and expense reports.
• Support purchasing operations by issuing purchase orders, entering pricing and invoices into Spectrum, and purchasing materials for approved or quoted repairs.
• Perform general office administration including routing phone calls, greeting visitors, coordinating deliveries, and maintaining office and shop supplies.
• Review technician equipment and inventory needs including clothing, tools, and shop stock.
• Review customer accounts and service documentation through required portals by maintaining knowledge of customer-specific procedures, submitting invoices, quotes, photos, and signatures, and monitoring requirements such as limits, customer-specific rates, and scheduling protocols.
• Track technician hours for Target Funds, submit required documentation for approval, and verify funds are applied to the appropriate work orders.
• Maintain estimate documentation by opening work orders for estimates and ensuring all required files such as quotes, spreadsheets, photos, and approvals are included.
• Maintain the technician on-call schedule and update Centratel with schedule changes, technician information, and holiday coverage.
• Coordinate company vehicle repair requests by submitting repair forms and scheduling service with technicians and internal contacts.

Qualifications:

• Associate or bachelor's degree in business administration, office administration, or a related field preferred, or years of experience in lieu of degree.
• 1-3 years of experience in an administrative, dispatch, or office support role preferred, ideally within a service, construction, or mechanical contracting environment.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, etc.) and other standard computer software.
• Ability to make certain decisions within set boundaries of the Service Director.
• Detail-oriented and organized with good problem-solving and teamwork skills.
• Excellent written and verbal communication and interpersonal skills.
• Negotiation and active listening skills to address issues, concerns or opportunities.
• Must be able to protect sensitive and confidential data.
• Ability to prioritize and manage multiple tasks, changing priorities as necessary.

Pay:

$24.00 - $31.25 per hour

Benefits:

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

Work Location:

In person