Job Summary We are seeking a highly organized, detail-oriented Service Administrator to join our team! This position plays a critical role in supporting the financial and administrative operations of our service department. The ideal candidate will be comfortable working with invoices, billing, timecards, customer accounts, and service documentation while maintaining a high level of accuracy and organization in a fast-paced environment. The Service Administrator will be responsible for processing service invoices, managing billing, reviewing and maintaining technician timecards, updating customer accounts and records, and ensuring service documentation is complete and accurate. This position will also process warranty part returns and other administrative functions necessary to keep the service department running efficiently. In addition to the primary billing and administrative responsibilities, this position will serve as a backup to the Service Dispatcher as needed. Duties may include maintaining technician schedules, dispatching technicians as service calls are completed, taking incoming customer calls, creating dispatch tickets, and handling dispatch functions during the dispatcher's lunch, breaks, vacation, or other absences. If you are someone who enjoys organization, accuracy, problem-solving, and keeping the details behind a busy service department running smoothly, we would love to hear from you!

Work Hours:

7:30am - 4:30pm, Monday through Friday, with On-Call rotation schedule.

Pay Scale:

Starting at $45,000 base annually; Plus Benefits Package and Spif Program. Salary based on experience.

Benefits:

We offer a comprehensive benefits package including Full Family Health Coverage with dental and vision; All Major Holidays Paid, PTO Vacation Package, 401K Responsibilities Review & process service billings, invoices, technician timecards, warranty parts, and warranty returns. Proactively contact maintenance customers for scheduling and assist with maintenance reminders and renewals. Assist with service reporting, documentation, filing, and other duties assigned by the Service Manager. Answer incoming calls, assist customers, schedule appointments, and create service/dispatch tickets. Answer incoming calls, assist customers, schedule appointments, and create service/dispatch tickets. Maintain accurate customer information and documentation of ongoing issues and required follow-up. Provide backup support to the Service Dispatcher during breaks, lunch, vacation, and other absences. Assist with the dispatch board, technician schedules, dispatching, schedule changes, routing, and parts ordering. Assist with overnight messages and communication between customers, technicians, dispatch, and management. Qualifications High school diploma or general education degree (GED) Two to Five years related experience and/or training in customer service, call taking, dispatching or project management or equivalent combination of education and experience Experience in HVAC, plumbing, or home service industry is preferred Familiarity with dispatching or scheduling software Proven experience in office management or administrative roles with strong organizational skills Proficiency in Microsoft Office Suite (Word, Excel, Outlook) Familiarity with Service Titan is a plus Excellent phone etiquette and ability to handle multi-line phone systems effectively Strong computer literacy with the ability to learn new software quickly Previous experience in customer service or as a receptionist Demonstrated clerical experience including data entry and billing functions Exceptional time management skills with the ability to prioritize tasks efficiently Join us to be part of a vibrant team dedicated to providing outstanding service while fostering a positive work environment. Your energy and organizational expertise will make a meaningful impact every day!

Pay:

From $45,000.00 per year

Benefits:

Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person