Administrative Service Manager

Dead River Company•Morrisville, VT

11d•$70,000 - $90,000

About The Position

We’re seeking an organized, proactive, and customer-focused Administrative Service Manager to oversee the administrative operations of our Service Department. In this leadership role, you’ll coordinate dispatch, billing, inventory, and payroll functions—ensuring efficient workflows, high-quality customer service, and a productive, positive team environment. As the Administrative Service Manager, you’ll take the lead on key operational functions that keep our service department running smoothly: Lead Administrative Operations: Oversee dispatching, billing, productivity tracking, and payroll to ensure accuracy, efficiency, and top-tier customer service. Hire & Develop Talent: Recruit, train, and coach administrative staff. Provide performance feedback and maintain proper documentation according to company policy. Coordinate Technician Scheduling: Ensure timely and appropriate dispatching of service technicians for installations, tune-ups, emergency calls, gas checks, and routine service. Drive Cross-Training & Team Coordination: Delegate tasks, approve schedules, and ensure your team is fully trained across all administrative procedures. Plan & Prioritize Workflows: Collaborate with the Field Service Manager to address customer needs, productivity goals, and quality standards. Oversee Billing & Reporting: Ensure accurate, timely service billing and generate monthly reports on productivity, callbacks, variances, and LP performance. Manage Inventory & Purchasing: Supervise purchasing and inventory levels for equipment and parts while ensuring compliance with pricing and central purchasing guidelines. Support Financial Accuracy: Maintain reliable systems for billing, payroll, and inventory controls. Assist with budget preparation and installation pricing analyses. Promote Safety: Foster a safe working environment and conduct accident or injury follow-ups when needed. Support Installation Coordination: Work with sales and service teams to schedule installations, calculate pricing, and complete necessary commission analyses. If you’re a proactive leader who thrives in a dynamic environment and enjoys improving systems, supporting teams, and ensuring exceptional customer service, we’d love to hear from you. Apply today!

Requirements

High school diploma required
Bachelor’s degree preferred or equivalent experience
2–4 years of supervisory experience (preferred)
Strong leadership and team-building abilities
Excellent communication and interpersonal skills
Analytical and problem-solving strengths
Outstanding customer service mindset
Strong computer skills and comfort with office technology
Flexibility and the ability to make quick, sound decisions
Organization, planning, and scheduling expertise
Commitment to accurate financial and inventory controls
Effective delegation and follow-up skills

Nice To Haves

Accounting background helpful
Petroleum industry knowledge is a plus

Responsibilities

Lead Administrative Operations: Oversee dispatching, billing, productivity tracking, and payroll to ensure accuracy, efficiency, and top-tier customer service.
Hire & Develop Talent: Recruit, train, and coach administrative staff. Provide performance feedback and maintain proper documentation according to company policy.
Coordinate Technician Scheduling: Ensure timely and appropriate dispatching of service technicians for installations, tune-ups, emergency calls, gas checks, and routine service.
Drive Cross-Training & Team Coordination: Delegate tasks, approve schedules, and ensure your team is fully trained across all administrative procedures.
Plan & Prioritize Workflows: Collaborate with the Field Service Manager to address customer needs, productivity goals, and quality standards.
Oversee Billing & Reporting: Ensure accurate, timely service billing and generate monthly reports on productivity, callbacks, variances, and LP performance.
Manage Inventory & Purchasing: Supervise purchasing and inventory levels for equipment and parts while ensuring compliance with pricing and central purchasing guidelines.
Support Financial Accuracy: Maintain reliable systems for billing, payroll, and inventory controls. Assist with budget preparation and installation pricing analyses.
Promote Safety: Foster a safe working environment and conduct accident or injury follow-ups when needed.
Support Installation Coordination: Work with sales and service teams to schedule installations, calculate pricing, and complete necessary commission analyses.