Service Administrator

Hci Systems • Ontario, CA

395d • $45,760 - $49,920

About The Position

The Service Administrator role at HCI Systems, Inc. is a full-time position focused on managing service administration tasks within a fast-growing fire and life safety company. The individual will be responsible for coordinating client appointments, managing service contracts, and ensuring efficient communication between clients and field technicians. This role requires strong organizational skills and the ability to work collaboratively in a diverse team environment.

Requirements

• Associates degree or equivalent work experience.
• 2+ years of scheduling and/or dispatching experience.
• Ability to participate productively in a diverse team environment, including personnel in Sales, Operations, Warehouse, and Field Technicians.
• Familiarity with service and/or construction environment is desired.
• Highly motivated and success driven with strong interpersonal and communication skills.
• Skilled in optimizing workflow efficiency, prioritizing tasks, and meeting deadlines without compromising quality.
• High degree of self-discipline and organization.
• Typing speed of 45+ WPM.
• Recent working knowledge of Microsoft software including Word, Excel, and Outlook.

Nice To Haves

• Familiarity with service and/or construction environment is desired.

Responsibilities

• Manage 3 phone lines to facilitate client expectations with prescheduled appointments and generate emergency service call work orders.
• Strategically plan testing and repair appointments with clients and building personnel.
• Manage approximately 200-300 testing contracts monthly while organizing a logistics schedule for over twenty-five field technicians.
• Review completed service orders and process billings for invoicing.
• Proactively analyze and evaluate processes for improved efficiency.
• Collaborate with internal staff to improve work and problem-solving efforts.
• Aid in identifying client needs and perform a high volume of administrative duties.
• Provide strong and clear oral and written communication, responding to routine inquiries in a timely manner.
• Interpret and execute clients' contractual and non-contractual expectations and deadlines, meeting quality standards for services, and evaluating client satisfaction.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Repair and Maintenance
• Education Level: Associate degree