Service Administrator

Responsibilities

 Collections & Billing Support:

• Monitor and follow up on outstanding service invoices
• Communicate professionally with customers regarding balances and payment arrangements
• Coordinate with the billing department to ensure accuracy and timeliness

 Parts & Quote Management:

• Track incoming and outgoing parts for service jobs
• Coordinate with vendors for order updates and backorders

 Training Support:

• Assist with the preparation of customer quotes for ICS Training Academy
• Make photocopies of manuals and distribute to students
• Maintain accurate records of technician training certificates
• Order and organize lunch/meals for in-house training sessions and meetings
• Assist with filing, data entry, and documentation management

Qualifications:

• Previous experience in HVAC, plumbing, or service industry dispatching preferred
• Strong communication and customer service skills
• Excellent organizational and multitasking abilities
• Proficient in using scheduling or field service software
• Ability to remain calm under pressure and handle fast-paced environments
• Proficient in Microsoft Office Suite and general tech-savviness.
• Ability to work in a fast-paced, team-oriented environment.
• High school diploma or equivalent required

Other Skills/Abilities

Language Skills
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs.

Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Mental stamina for problem solving and prioritizing multiple tasks.

Environmental Requirements

Will be required to work in an office environment and possibly, occasionally in the field.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone, reach with hands and arms. The employee frequently is required to stand, walk, and sit.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.