Business Support Administrator

Essential Duties and Responsibilities

• Order materials and supplies as needed to maintain appropriate inventory levels.
• Receive incoming materials, verify quantities and condition, and properly document receipts.
• Transfer materials between locations, warehouses, or trucks as needed.
• Maintain accurate inventory records and ensure materials are properly labeled, stored, and organized.
• Monitor inventory levels and communicate potential shortages or purchasing needs.
• Perform regular cycle counts to ensure inventory accuracy.
• Absorb and assist with quarterly physical inventory counts and reconciliation of discrepancies.
• Investigate and report inventory variances or discrepancies.
• Ensure warehouse materials are organized, accessible, and stored in a safe and efficient manner.
• Manage and monitor materials assigned to company trucks, ensuring proper stocking and replenishment.
• Cook with purchasing, warehouse, operations, and field personnel regarding material availability and needs.
• Customer Service & Dispatcher Support
• Answer incoming customer calls when the main dispatcher is busy or unavailable.
• Provide professional, courteous, and timely assistance to customers.
• Gather accurate customer information and determine the appropriate next steps for service requests or questions.
• Absorb and assist with scheduling, routing, or dispatch-related inquiries as directed.
• Communicate customer needs and messages accurately to the dispatcher and appropriate team members.
• Escalate urgent or complex customer issues to the appropriate person.
• Maintain a positive and professional customer experience in all interactions.

Qualifications

• A high school diploma or equivalent is preferred.
• Previous experience in inventory control, warehouse operations, materials management, customer service, or a related field is required.
• Previous relevant experience with Service Titan and/or HVAC is a plus.
• Strong organizational and time-management skills are essential.
• Excellent attention to detail and accuracy are required.
• The ability to effectively prioritize and manage multiple tasks is necessary.
• Strong verbal and written communication skills are important.
• A professional and courteous telephone manner is expected.
• Solid computer skills including Excel and the ability to learn inventory and company software systems are required.
• The ability to work independently while also functioning effectively as part of a team is crucial.
• The ability to lift, move, and organize materials as required by the position is necessary.
• A valid driver's license may be required depending on company operations.

Key Competencies

• Inventory Accuracy
• Organization & Time Management
• Customer Service
• Communication
• Attention to Detail
• Problem Solving
• Reliability & Accountability
• Teamwork
• Adaptability
• Safety Awareness

Physical Requirements

• This position may require standing, walking, bending, lifting, and moving materials throughout the workday.
• The employee must be able to safely handle and organize inventory and materials in the warehouse and on company vehicles, with reasonable accommodations provided as required.