Service Administrator

Black & McDonald Limited•Vancouver, BC

3d•Onsite

About The Position

Black & McDonald’s BC team is growing! If you are an independent, enthusiastic, and driven professional searching for an opportunity to build a solid foundation for your career, this position is for you. The primary responsibility of the Service Administrator is to support a productive and efficient Service operation within the British Columbia Region. This is achieved through dispatching and various administrative duties, ensuring adherence to standard company procedures and specific instructions. The Service Administrator helps maintain the Service database via JDE and other software platforms, keeping records organized and accurate. This role requires strong attention to detail and a commitment to data integrity. The Administrator plays a key role in supporting not only the service administration team, but also technicians, sales, and management by ensuring all stakeholders have the information and resources they need. This includes helping streamline workflows, facilitating communication, and contributing to a collaborative and responsive service environment.

Requirements

Completion of College or other courses in Dispatch and Administration
2–3 years of experience in in a similar or relevant environment
Strong computer skills, including Word, Excel, and Outlook.
Familiarity with the Microsoft Windows operating system
Previous experience with proven ability to learn ERP applications, i.e. JDE, SAP, etc.
Ability to communicate clearly and effectively and relate to technicians, customers, and co-worker needs
Maintain a professional demeanor at all times with fellow employees and customers
Good attitude and willingness to learn
Ability to work individually and with a team

Nice To Haves

Knowledge of the HVAC Service or Construction industry would be an asset
Knowledge of SharePoint, Teams, and other collaboration tools are an asset

Responsibilities

Schedule recurring maintenance visits in alignment with service contracts and technician availability.
Field and coordinate demand service calls, including assessing customer needs, dispatching technicians, and ensuring timely resolution of service issues.
Maintain technician schedules with a proactive approach, including a two-week lookahead to ensure optimal coverage, minimize conflicts, and support efficient service delivery.
Maintain the On-Call Technician schedule.
Generate, update, and receive Work Orders and Purchase Orders.
Monitor and manage work order backlog, prioritizing tasks and following up to ensure timely completion.
Assist with JDE data entry and maintenance, including updating service records, work order statuses, and asset information.
Arrange equipment rentals when needed.
Track and follow up on warranty items.
Prepare completed Work Orders for billing, ensuring all labour, materials, and purchase orders are accurately recorded.
Develop and issue downtime reports.
Complete payroll on a weekly basis.
Issue tools and keys to technicians.
Contribute to continuous improvement by identifying process gaps and suggesting workflow enhancements.
Perform other related duties as assigned.