SERVICE ADMINISTRATIVE ASSISTANT

Essential Duties And Responsibilities

• Receive, prioritize, and dispatch incoming service requests.
• Create and maintain service work orders from initiation through completion.
• Schedule electricians and service technicians based on customer needs, location, and availability.
• Maintain technician schedules and adjust assignments as necessary.
• Monitor technician schedules and adjust assignments as necessary.
• Maintain emergency and after-hours service call documentation.

Customer Service

• Serve as the first point of contact for customers requesting electrical service.
• Provide professional and timely communication regarding service requests, scheduling, and job status.
• Cookordinate with customers regarding site access, scheduling, and project updates.
• Maintain positive customer relationships while delivering exceptional service.

Administrative Support

• Prepare service proposals, quotations, and customer correspondence.
• Process completed service tickets and ensure accurate documentation.
• Maintain electronic and paper project files.
• Aid Service Manager with departmental reporting and administrative functions.
• Prepare weekly and monthly operational reports.

Billing & Financial Support

• Review technician service tickets for completeness and accuracy.
• Process work orders for invoicing.
• Cookordinate with Accounting to ensure timely billing.
• Track purchase orders, vendor invoices, and customer billing requirements.
• Aid with collections by providing supporting documentation when requested.

Workforce Support

• Process technician timecards and daily labor reports.
• Maintain employee certifications, licenses, and training records.
• Cookordinate onboarding documentation for new service personnel.
• Aid with scheduling training and certification renewals.

Material & Equipment Coordination

• Coordinate material orders for service technicians.
• Track deliveries and maintain material documentation.

Safety & Compliance

• Track technician certifications, licenses, and required training.
• Support company safety initiatives and recordkeeping.

Document Control

• Maintain service contracts and preventative maintenance agreements.
• Organize permits, inspection reports, and closeout documentation.
• Archive completed work orders according to company procedures.
• Maintain accurate electronic records within company management systems.

Qualifications

• Education: High school diploma or GED required. Associate degree in Business Administration, Construction Management, or related field preferred.
• Experience: Minimum of 3 years of administrative experience in the electrical, construction, HVAC, mechanical, or service contracting industry preferred. Experience supporting field service operations highly preferred. Experience working with union electrical contractors is highly preferred.
• Skills: Excellent customer service and interpersonal skills. Strong organizational and multitasking abilities. Ability to work in a fast-paced, deadline-driven environment. Exceptional verbal and written communication skills. Strong attention to detail and accuracy. Ability to prioritize multiple service requests simultaneously. Professional telephone etiquette. Proficiency with: Microsoft Office 365 (Word, Excel, Outlook, Teams), Adobe Acrobat, Service management software (Viewpoint Vista preferred), ERP/accounting systems, Electronic document management systems.

Physical Requirements

• Ability to sit and work at a computer for extended periods.
• Ability to lift up to 25 pounds occasionally.

Preferred Qualifications

• Experience supporting a union electrical contractor.
• Familiarity with IBEW workforce and dispatch procedures.
• Understanding of commercial and industrial electrical service operations.
• Knowledge of preventive maintenance contracts and emergency service dispatching.
• Experience with certified payroll documentation and prevailing wage projects.
• Experience with Viewpoint Vista, Procore or similar construction software.