Service Administrative Assistant

OWL Services • Apopka, FL

12h • Onsite

About The Position

The Service Administrator supports the Service Department by handling all administrative, scheduling, timekeeping, and customer‑communications tasks that keep daily operations running smoothly. This role ensures accurate documentation, timely follow‑ups, compliance with customer requirements, and efficient coordination between technicians, dispatch, and leadership.

Requirements

• Review daily technician time entries for accuracy and completeness.
• Make timecard revisions based on approved requests (PTO adjustments, per diem, on call allowance).
• Ensure all entries are aligned to the correct work order, service call, or project.
• Track exceptions (late punches, missing entries, meal violations) and notify technicians/managers.
• Support pay‑period close by preparing accurate data for managerial approval.
• Support field technicians with mobile time clock issues.
• Provide quick-reference guides and refreshers (e.g., mobile app instructions, overtime rules, how to submit corrections).
• Maintain and update customer‑specific service portals (e.g., status updates, documentation uploads, technician notes).
• Monitor customer portal notifications and ensure compliance with customer SLAs.
• Verify that all service events meet customer requirements before closing out jobs.
• Monitor all open and pending service calls and ensure that no call goes unattended.
• Follow up with customers, vendors, or internal teams to gather missing information or approvals.
• Follow up with the warehouse on pending materials and update job status accordingly.
• Document communication and status updates in the service system.
• Notify managers of any ageing or high-priority pending calls.
• Assist with dispatching.
• Assign technicians based on skills, territory, workload, and customer requirements.
• Communicate job details, priority levels, safety requirements, and special instructions to technicians.
• Ensure emergency or high‑priority calls are escalated appropriately.
• Assist with new job creation, customer account setup, and file management.
• Support Service Manager with reports, schedules, and KPI tracking.
• Prepare daily or weekly operational summaries (open jobs, portal issues, incomplete timecards).

Responsibilities

• Review daily technician time entries for accuracy and completeness.
• Make timecard revisions based on approved requests (PTO adjustments, per diem, on call allowance).
• Ensure all entries are aligned to the correct work order, service call, or project.
• Track exceptions (late punches, missing entries, meal violations) and notify technicians/managers.
• Support pay‑period close by preparing accurate data for managerial approval.
• Support field technicians with mobile time clock issues.
• Provide quick-reference guides and refreshers (e.g., mobile app instructions, overtime rules, how to submit corrections).
• Maintain and update customer‑specific service portals (e.g., status updates, documentation uploads, technician notes).
• Monitor customer portal notifications and ensure compliance with customer SLAs.
• Verify that all service events meet customer requirements before closing out jobs.
• Monitor all open and pending service calls and ensure that no call goes unattended.
• Follow up with customers, vendors, or internal teams to gather missing information or approvals.
• Follow up with the warehouse on pending materials and update job status accordingly.
• Document communication and status updates in the service system.
• Notify managers of any ageing or high-priority pending calls.
• Assist with dispatching.
• Assign technicians based on skills, territory, workload, and customer requirements.
• Communicate job details, priority levels, safety requirements, and special instructions to technicians.
• Ensure emergency or high‑priority calls are escalated appropriately.
• Assist with new job creation, customer account setup, and file management.
• Support Service Manager with reports, schedules, and KPI tracking.
• Prepare daily or weekly operational summaries (open jobs, portal issues, incomplete timecards).

Benefits

• 10 Paid Holidays
• Flexible Time Off
• 401(k) Company Match
• Health, Dental, and Vision Insurance
• HSA and FSA
• Disability & Occupational Accident Insurance
• Company-Paid Life Insurance Policy
• Employee Assistance Program (EAP)
• World-class paid training program for you to learn the skills for long term career success.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed