Service Administrative Assistant

Prairie Mechanical•Omaha, NE

2d•$28 - $32•Onsite

About The Position

The Service Administrative Assistant provides critical administrative, financial, and customer-support functions for the Service Department of a commercial mechanical contracting company. This role supports preventive maintenance (PM) contract management, customer retention initiatives, technician support, marketing coordination, and service operations. The position requires strong organizational skills, attention to detail, and the ability to manage recurring monthly, seasonal, and annual tasks that directly support service revenue and customer satisfaction.

Requirements

High School diploma or GED required
A minimum of 2 years of experience in an administrative role; mechanical contracting, construction, or service industry preferred

Responsibilities

Preventive Maintenance (PM) Contract Support
Assist with annual PM contract renewals by preparing detailed renewal analysis and pricing
Pull renewal reports including cost vs. billed analysis, pull-through performance, and prior-year profitability
Gather updated material pricing for contract-related materials
Calculate updated contract pricing in accordance with required company margins
Provide completed renewal information to PM Sales for in-person presentations or email distribution
Enter new and renewed PM contracts into the service management system, including:
Contract pricing and scope details
Equipment updates and changes
Notes, terms, and customer-specific requirements
Follow-up with customers on outstanding renewals
Equipment & Technician Support
Create and manage equipment tags based on customer equipment lists
Distribute equipment tags to technicians and assist with tagging equipment in the field as needed
Support rollout and standardization of equipment tagging across the service department
Contract & Pricing Administration
Update unit price service contracts for key institutional customers (e.g., healthcare, education, municipal clients)
Maintain and update service rate sheets annually in the service management system
Customer Experience & Retention
Create and coordinate “Welcome to the Family” gift baskets for new service customers
Order materials and assemble baskets for delivery by PM Sales
Send and manage customer satisfaction surveys:
Distribute surveys during annual renewal periods
Conduct follow-up phone calls with customers after service visits
Assist in planning and booking customer-facing service department events, including:
Customer lunches
Lunch-and-learns
Equipment demonstrations
Training & Workforce Support
Coordinate technician training logistics, including:
Booking travel and accommodations
Completing paperwork for union training reimbursement
Marketing & Service Department Support
Assist with service department marketing initiatives, including:
Ordering customer promotional items and branded swag
Updating and ordering service flyers and marketing materials
Gathering photos and information for social media and website updates
Invoicing & Financial Administration
Process invoicing for completed preventive maintenance work orders
Ensure PM work orders are invoiced accurately and in a timely manner
Quoting & Miscellaneous Support
Assist with preparing quick service and PM-related quotes as needed
Provide general administrative support to the Service Department and PM Sales team