Overview
We are seeking a dynamic and highly organized General Office Administrator to join our Service Department team! This vital role is designed for a proactive professional who thrives in a fast-paced environment and is eager to support daily business operations with energy and precision. As the backbone of our office, you will ensure seamless administrative processes, foster excellent client communication, and contribute to the overall efficiency of our organization. Your enthusiasm and attention to detail will help create a positive workplace atmosphere while driving operational excellence.
Responsibilities
- Schedule and dispatch service technicians based on priority, location, and skill set.
- Serve as the primary point of contact for customers regarding service requests.
- Receive, document, and prioritize incoming service calls.
- Provide customers with appointment confirmations, updates, and estimated arrival times.
- Resolve customer concerns and escalate issues when appropriate.
- Maintain strong customer relationships through timely communication.
- Create and maintain accurate work orders.
- Review technician service reports for completeness and accuracy.
- Ensure labor, materials, and recommendations are properly documented.
- Close work orders after verifying all required information has been received.
- Review completed work orders for billing accuracy.
- Prepare customer invoices.
- Verify labor, travel, and material charges.
- Coordinate with Accounts Receivable on billing questions.
- Assist with warranty billing and manufacturer claims.
- Track ordered parts until received.
- Verify parts are allocated to the correct work orders.
- Maintain customer records.
- Answer and direct incoming calls.
- Maintain electronic and paper records.
- Process correspondence and customer documentation.
- Support departmental projects and continuous process improvements
- Coordinate between customers, technicians, project managers, purchasing, accounting, and vendors.
- Keep all parties informed of schedule changes and service delays.
- Communicate job status throughout the service process.
- Review service reports for technical accuracy.
- Assist technicians in obtaining manufacturer technical support when needed.
- Coordinate return visits and warranty repairs.
- Ensure work orders contain proper customer approvals.
- Maintain documentation for inspections, testing, and repairs.
- Verify required permits or inspection paperwork is completed when applicable.
- Monitor technician schedules and adjust assignments as priorities change.
- Ensure technicians have the necessary information, parts, and documentation before arriving on site.
- Coordinate subcontractors and specialty vendors when needed.
- Coordinate emergency and after-hours service requests.
Join us as a General Office Administrator and be part of an energetic team dedicated to operational excellence! Your contribution will be instrumental in fostering a productive work environment while supporting our company’s growth initiatives. We value proactive individuals who are eager to make a meaningful impact every day!
Pay: $20.00 - $26.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
