Service Admin Manager

Integrated Cooling Solutions•Tampa, FL

17h

About The Position

Integrated Cooling Solutions (ICS) delivers HVAC solutions backed by technical expertise and strong manufacturer partnerships. With eight offices across Florida, we help clients design and implement the best systems for their space—backed by hands-on support and industry know-how. At ICS, people come first. We invest in our team’s growth and success, creating a place where your work matters and your career can take off. If you're ready to be part of something dynamic and meaningful, we’re excited you’re here. The Opportunity We are seeking a detail-oriented, proactive, and experienced Admin Service Manager to join our dynamic team. In this critical leadership role, you’ll oversee the day-to-day administrative operations of our service department, ensuring smooth scheduling, accurate billing, and excellent customer service. This is an exciting opportunity to help drive efficiency and growth in a fast-paced, customer-focused environment.

Requirements

5+ years of administrative management experience, preferably in HVAC, construction, or service industry.
Strong leadership, problem-solving, and multitasking skills.
Excellent communication and customer service abilities.
Experience with service management software
Proficient in Microsoft Office Suite and general tech-savviness.
Ability to work in a fast-paced, team-oriented environment.
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.
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.
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.

Responsibilities

Manage and train administrative staff (dispatchers, billing clerks, customer service reps).
Assign tasks, monitor performance, and ensure accountability.
Lead regular team meetings to align goals and workflow improvements.
Oversee scheduling, dispatching, and job tracking processes.
Ensure timely and accurate work order processing, job closeouts, and invoicing.
Streamline office procedures and service department workflows.
Ensure accurate billing and invoicing for all service work.
Oversee collections and accounts receivable tracking.
Manage purchase orders.
Assist with service admin./billing complaints and escalated customer issues.
Maintain high standards for responsiveness and professionalism in customer communications.
Oversight of coordination with sales and service managers to ensure customer needs are met.
Manage service management software – Field Service
Train administration staff on proper use of operating systems and tools.
Generate and analyze reports to track KPIs like billable hours, job completion, and revenue.
Maintain accurate records of jobs, contracts, service agreements, and warranties.
Ensure administration staff compliance with company policies.
Identify bottlenecks or inefficiencies and implement process improvements.
Support company growth initiatives through better service operations and administration.
Support and participate in the organization of Special Projects.
Perform work in progress reviews with the admin team and report to leadership.
Provide Field Service software training to existing and new hire service coordinators.