Field Service Admin Assistant

Responsibilities and Expectations

• Supports the field service team's daily operations by ensuring accurate data entry, efficient job coordination, and timely administrative support.
• Maintain workflow efficiency, support technicians, and ensure all service-related documentation and processes are properly managed.
• Prepare and submit Field Service billing by ensuring all documentation is accurate and properly uploaded into job folders, invoice descriptions are accurate, and any special invoicing instructions are noted.
• Perform daily time and material charge entries for field technicians, ensuring accuracy and timeliness for all service jobs.
• Create and manage purchase order (PO) entries in the ERP system.
• Aid with job quoting, including preparing estimates and supporting documentation.
• Track and maintain records for Field Service equipment calibration, ensuring compliance with company and regulatory standards.
• Cook up and order supplies for field technicians, ensuring adequate inventory levels are maintained.
• Maintain accurate service records, job files, and documentation.
• Communicate with technicians and internal departments to support service operations.
• Coordinate and order supplies for field technicians, ensuring adequate inventory levels are maintained.
• Monitor job progress and update systems as needed.
• Assist with scheduling and administrative support for field service activities.
• Help onboard new technicians by coordinating paperwork, system access, and training schedules.
• Follow company procedures, safety guidelines, and service-level standards.

Required Qualifications

• High school diploma or equivalent (associate or bachelor’s degree preferred)
• 2+ years of administrative or service coordination experience (field service environment preferred)
• Strong data entry skills with close attention to detail
• Experience with ERP or service management systems is a plus
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
• Excellent organizational and multitasking abilities
• Strong communication and interpersonal skills

Key Competencies

• Detail-oriented with a high level of accuracy
• Strong time management and prioritization skills
• Ability to work independently and as part of a team
• Problem-solving mindset with a proactive approach
• Ability to handle multiple tasks in a fast-paced environment

Training & Development

• On-the-job training provided for field service systems and processes
• Opportunities to grow into Field Service Coordinator, Dispatcher, or Operations roles

Work Environment

• Office-based role with frequent interaction with field personnel & supervisors
• Standard business hours: occasional overtime may be required during high-volume service periods

Physical Requirements

• Sit or stand for extended periods while working on a computer
• Occasional lifting of office materials (up to 20 lbs)

Pay Rate Details

$20-$30 per hour

Benefits

• Paid Time Off (PTO)
• 401k Employer Match
• Bonus Incentives
• Tuition Reimbursement Program
• Medical, Dental and Vision plans
• Employee Assistance Program (EAP)
• And more!

Who We Are

At Integrated Power Services (IPS), we're committed to empowering you to make a meaningful impact. As the industry's leading and fastest-growing service provider, IPS offers single-source electromechanical and power management solutions to enhance the reliability of critical infrastructure across North America and the United Kingdom. We serve over 30,000 essential customer locations, from renewable energy pioneers to hospitals, manufacturers, and municipalities, helping them avoid costly downtime and ensure mission-critical operations. When you join IPS, you're joining a team that's revolutionizing equipment and process reliability across diverse sectors, from power generation to petrochemicals, and beyond. You'll learn from industry experts, grow alongside a talented workforce, and be part of a company that is built on the Shared Values of Safety, Integrity, Teamwork, Accountability, Customer Focus, and Entrepreneurial Spirit.

Special Accommodations

If you require assistance or accommodation while seeking employment with IPS, please contact us at careers@ips.us. Please note that this email is to be used for accommodation requests, not general employment inquiries.