Administrative Assistant

Job Description: Service Administrator / Front Desk Coordinator

Job Summary

We are seeking a detail-oriented and highly organized Service Administrator to support our service department and front office operations. This role is responsible for managing administrative functions, coordinating service schedules, handling customer communications, and supporting management with day-to-day business needs. The ideal candidate thrives in a fast-paced environment, demonstrates strong customer service skills, and can manage multiple priorities with accuracy and efficiency.

Key Responsibilities

• Manage a multi-line telephone system and answer the main office phone line, directing calls appropriately
• Manage the front desk area, greeting customers, vendors, and visitors
• Take leak calls and create service notifications
• Schedule service calls, contact customers with ETAs, and update schedules as needed
• Handle Service T&M billings, including obtaining missing Purchase Orders and requesting NTEs when necessary
• Take and process credit card payments for T&M services
• Prepare and sheet service jobs, including sending documents to legal, processing change orders and cost adjustments, and loading documents into ZEJF
• Provide copies of appropriate paperwork to the Service Manager, Service Sales Representatives, and other team members
• Update reports as needed and maintain accurate service documentation
• Track repeat service calls
• Create, update, and maintain reports using Microsoft Excel
• Collect and organize foremen's weekly paperwork for Service Manager review
• Support management with day-to-day operational and administrative needs
• Perform general administrative duties associated with the role

Candidate Requirements

• Excellent communication, follow-up, and interpersonal skills
• Strong customer service experience
• Ability to work independently and as part of a team
• Strong organizational and data entry skills with exceptional attention to detail
• Excellent time management and prioritization skills
• Self-starter with a willingness to learn and take initiative
• Ability to manage multiple tasks efficiently and accurately
• Comfortable working in a fast-paced environment
• Detail-oriented mindset
• Working knowledge of Microsoft Word, Excel, Google Docs, and general internet applications
• SAP experience is a plus

Job Type: Temporary

Pay: $ $24.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance

Work Location: In person