Service Administration Assistant

Apollo Mechanical Contractors•Tigard, OR

7d•$21 - $25•Onsite

About The Position

The Service Administration Assistant will primarily support the Dispatchers and Service Technicians with various administrative and customer-facing tasks. This role involves managing service orders, communicating with technicians and customers, processing invoices, handling collections, and maintaining customer records. The position requires strong organizational, communication, and computer skills, with a preference for candidates with some background in accounting or business.

Requirements

Accounting, communication, and customer service skills required.
Excellent verbal communication skills: ability to articulate information clearly and confidently.
Strong written communication skills: proficiency in writing clear, concise, and grammatically correct emails and messages.
Ability to multi-task in a fast-paced environment.
Organized and detail-oriented.
Computer skills: proficiency in Microsoft Office.

Nice To Haves

Knowledge of the industry is recommended but not required.
Studies in accounting, business, finance, or math are preferred.

Responsibilities

Communicate with technicians to support their work schedule.
Create, schedule, and coordinate service orders; ensure relevant documentation is saved.
Take incoming customer calls and set up new customers.
Follow up with service technicians to verify job status and get descriptions of work completed.
Research and prepare invoices by verifying costs; invoices must be accurate and detailed.
Submit invoices to customers and ensure customers’ requirements are met.
Code vendor and subcontractor invoices; ensure costs are captured for invoicing.
Process timecards.
Prepare and submit expense reimbursement requests.
Collections: follow up with customers to request updates on past due invoices.
Code gas charges.
Maintain and update customer record manager (CRM) as needed.
Other duties as assigned, including supporting the Service Department.