Service Admin

The Service Admin is responsible for providing administrative support to the service department, ensuring smooth scheduling of service calls, accurate maintenance of customer records, and efficient handling of service-related inquiries. This role plays a vital part in delivering exceptional customer service and supporting field technicians and the service management team.

Key Responsibilities:
- Coordinate and schedule service appointments for HVAC technicians based on customer needs and technician availability.
- Communicate with customers to confirm appointments and provide necessary updates.
- Serve as the first point of contact for customers with service requests, inquiries, and complaints.
- Provide accurate information about service processes, timelines, and follow-ups.
- Create, update, and close work orders in the company’s service management software.
- Maintain up-to-date records of service activities, customer information, warranties, and equipment histories.
- Ensure all documentation is complete and compliant with company standards.
- Assist with generating and reviewing invoices for completed service work.
- Work with the accounting team to resolve any billing discrepancies.
- Coordinate with the warehouse or purchasing team to ensure technicians have necessary parts and materials for scheduled jobs.
- Track and document parts usage and restocking needs.
- Provide administrative support to service technicians and managers as needed.
- Assist with reporting, tracking KPIs, and other service department tasks.

Qualifications:
- Experience working with HVAC systems or in a similar technical service environment.
- Familiarity with HVAC terminology, equipment, and service processes.