Service Administrator

Description

• Will provide administrative support to the Service Group in the day-to-day processing of related paperwork required such as Work Orders, Billings, Proposals, Purchase Orders, Reports, etc.
• Prepare and proof documents and correspondence, including work orders, letters, memos, faxes, transmittals, reports, submittals, transmittals, requests for information, and purchase orders as needed.
• Track and update logs for estimates, change orders, submittals, equipment releases, requests for information and operation and maintenance manuals.
• Maintain customer equipment database and contract renewals.
• Follow-up with service technicians to make sure their work orders are opened and closed properly.
• Research information requests.
• Schedule or coordinate meetings or appointments.
• Communicate with Service technicians and provide them with paperwork required in the field.
• Fill requests from Servicemen for forms and needed supplies.
• Make copies and prints or send out to be processed as needed.
• Prepare Operation and Maintenance Manuals prior to completion of small service projects, when required.
• Assist on close out paperwork for projects.
• Work independently and within a team on special, nonrecurring and ongoing service projects.
• Coordinate orientation efforts and assist in the onboarding of new hires
• Coordinate with Accounts Payable on filing or other administrative projects as required
• Develop periodic reporting tools and deliver ad hoc reports as needed
• Operate multi-line phone system and greet front office visitors
• Make travel arrangements as needed
• Update and maintain company directory
• Creates and issues weekly tool box training sheets to the operating units
• Maintains record keeping of all training, all DOT files and task training documents
• Maintain a positive and professional working relationship with peers, management, and support resources, with a constant commitment to teamwork and exemplary customer service.
• Perform all other duties as assigned by management in a professional and efficient manner.

• Minimum of three (3) years recent facilities services administrative experience, preferably in a Roofing or Construction industry.
• Excellent Microsoft skills, preferably MS Office (Word and Excel), experience working with Outlook for e-mails, scheduling, etc.
• Must possess excellent communication skills, customer service skills to serve both internal and external customers.
• Outstanding organizational skills, excellent time management, and the ability to multi-task in a fast paced high volume environment.
• Ability to maintain flexible and positive attitude towards assignments.
• Track record of initiative and establishing priorities, and ownership of work is essential.
• Effective problem-solving ability to research and satisfactorily resolve issues.
• Must exhibit attention to detail and commitment.
• Overall this role will support a cooperative team climate conducive to maximize employee morale and productivity.