TEMP Service Administrator

Mesa Energy Systems•Irvine, CA

3d•Onsite

About The Position

The Service Administrator dispatches technicians and serves as a resource for customers and departmental managers across a range of projects. The role manages service calls from initial receipt through billing, handles daily scheduling and dispatch for field technicians, processes and follows up on service quotes, and coordinates approved work and parts. It also supports construction work by preparing quotes and setting up jobs, prepares weekly work-in-progress reports for management, tracks monthly renewal of preventive maintenance service contracts, and oversees shipping and receiving activities and related records. Other duties may be assigned as needed.

Requirements

High school diploma or equivalent.
At least 1 year of work-related experience in an operations and service environment.
Strong customer service skills.
Knowledge of Microsoft Office.
Ability to use office equipment.

Nice To Haves

HVAC or facilities experience, or controls automation experience.
Knowledge of the Coins booking system.

Responsibilities

Take service calls from customers by telephone and email.
Manage service calls from receipt through billing.
Review incomplete calls, update internal work-order notes, and notify managers of situations requiring follow-up.
Review the previous day's field visits for accuracy, language, and spelling before billing.
Continuously manage the dispatch board, check open calls, and dispatch as appropriate.
Schedule and dispatch field technicians daily.
Handle customer and coworker requests.
Process service technician quotes and send them to customers daily.
Follow up with customers to confirm receipt of quotes and answer questions.
Schedule approved work and order parts as needed.
Work with the construction foreman to prepare quotes for unit replacement or new installation.
Set up and schedule construction department jobs and order materials.
Prepare a work-in-progress report for all projects for weekly management review.
Track preventive maintenance service contract renewals each month and ensure they are renewed on time by the sales department and management.
Oversee shipping and receiving, including preparing receiving labels and verifying delivered parts against packing slips.
Mark received and back-ordered items, distribute packing-slip copies, and file a copy in the job file.
Update the receiving log with purchase-order number, part description, vendor, job name, and job number.
Perform other duties as needed.