Service Administration Assistant

The Service Administration Assistant will primarily support the Dispatchers and Service Technicians with the following tasks: Communicate with technicians to support their work schedule; Create, schedule, and coordinate service orders; ensure relevant documentation is saved; Take incoming customer calls and set up new customers; Follow up with service technicians to verify job status and get descriptions of work completed; Research and prepare invoices by verifying costs; invoices must be accurate and detailed; Submit invoices to customers and ensure customers’ requirements are met; Code vendor and subcontractor invoices; ensure costs are captured for invoicing; Process timecards; Prepare and submit expense reimbursement requests; Collections: follow up with customers to request updates on past due invoices; Code gas charges; Maintain and update customer record manager (CRM) as needed; Other duties as assigned, including supporting the Service Department.

Responsibilities

Support Dispatchers and Service Technicians; Communicate with technicians to support their work schedule; Create, schedule, and coordinate service orders; ensure relevant documentation is saved; Take incoming customer calls and set up new customers; Follow up with service technicians to verify job status and get descriptions of work completed; Research and prepare invoices by verifying costs; invoices must be accurate and detailed; Submit invoices to customers and ensure customers’ requirements are met; Code vendor and subcontractor invoices; ensure costs are captured for invoicing; Process timecards; Prepare and submit expense reimbursement requests; Collections: follow up with customers to request updates on past due invoices; Code gas charges; Maintain and update customer record manager (CRM) as needed; Other duties as assigned, including supporting the Service Department

Requirements

Accounting, communication, and customer service skills; Excellent verbal communication skills; Strong written communication skills; Ability to multi-task in a fast-paced environment; Organized and detail-oriented; Computer skills: proficiency in Microsoft Office

Nice to have

Knowledge of the industry is recommended but not required; Post-secondary degree not required, but studies in accounting, business, finance, or math are preferred

Benefits

Medical, Dental, and Vision (employer pays 86% of benefit cost); EAP Plan; 401K with Company Match and profit share (total match of up to 7.5%); STD, LTD, & Voluntary Life benefits; Paid Time Off; Paid Holidays; Yearly company sponsored family events