Field Service Administrator & Scheduler

EMIT Technologies•Midland, TX

About The Position

EMIT Technologies is seeking an organized, detail-oriented Field Service Administrator and Scheduler to manage the administrative flow of field service work orders from initial request through final invoice. The role creates and maintains work orders and develops installation and service schedules based on approved crew capacity. It works closely with the Field Service Coordinator, Supervisors, Warehouse, and Field Service Manager to ensure accurate job entry, customer-confirmed scheduling, effective handoffs, and timely billing.

Requirements

Strong organization, attention to detail, and follow-through.
Proficiency with spreadsheets, email, and accurate system data entry.
Clear, professional communication with customers and internal teams.
Ability to manage changing deadlines across multiple supervisors and crews.
Comfort working primarily in an office setting on a computer and phone, with occasional warehouse support as assigned.

Nice To Haves

Experience in service administration, dispatch, scheduling, or work order systems is preferred.
Familiarity with industrial field service is a plus.

Responsibilities

Create work orders for approved field service work and verify customer, site, unit, scope, and required dates.
Maintain work order dates, assignments, documents, and status changes through closeout using the approved system workflow.
Reconcile system records with field updates, track missing information and aging orders, and follow up with the appropriate owner.
Maintain a forward schedule of available, tentative, confirmed, and unavailable capacity by crew and region, including PTO, holidays, training, travel, and service commitments.
Match approved installation backlog to open capacity based on customer PM windows, priorities, job duration, location, and supervisor-confirmed crew availability.
Confirm installation dates, customer shutdown windows, and site readiness, maintaining a two- to three-month outlook that distinguishes tentative holds from confirmed commitments.
Notify displaced customers when a confirmed request creates a blackout, and fill cancellations with customer-approved make-ready or shut-in work when practical.
Escalate priority conflicts or capacity shortages to the Field Service Manager.
Gather material and documentation readiness updates from the Coordinator, Warehouse, and Supervisors, and flag unresolved items before dispatch.
Publish schedules and job details, communicate changes to customers and internal teams, and send confirmed installation dates to the Coordinator for ERP sales order updates.
Track completed jobs and verify service reports, photos, and customer signoff are attached before handing closeout records to the Coordinator for billing.
Maintain a shared tracker of work order and sales order references, missing documents, handoff dates, invoice status, and next action owner.
Review open closeouts with the Coordinator and escalate overdue or blocked items to the Manager.
Identify recurring scheduling or administrative issues and recommend improvements to records, communication, and workflow.