Service Administrator

Flynn Group of Companies•Victoria, BC

7d•Onsite

About The Position

Flynn Canada Ltd, is searching for a Service Administrator to join our Victoria team! The Service Administrator plays a key role in supporting the Service Department by managing documentation, coordinating administrative tasks, and ensuring accurate records to enable smooth and efficient service operations.

Requirements

Minimum of 2 years in an administrative role preferred.
Proficient in Microsoft Office Suite, including Word, Excel, and Outlook.
Highly organized, self-motivated, and able to work with a sense of urgency.
Comfortable in a fast-paced environment with the ability to adapt quickly.
Skilled at managing priorities and handling a high-volume workload efficiently.
Strong customer service orientation with a professional and courteous phone manner.

Nice To Haves

Experience in a construction or service-related environment is an asset.
Experience with invoicing and basic accounting procedures is considered an asset.

Responsibilities

Manage a high volume of files and project documents, ensuring accuracy in records like work orders, quotes, and purchase orders etc.
Maintain up-to-date customer contact details and service documentation.
Direct inquiries appropriately by understanding team roles within the Service Department.
Support service billing through Accounts Payable and Receivable processes.
Collaborate with internal teams to keep project documentation complete and accessible.
Handle full-cycle invoicing, including billing, and approving purchase orders.
Prepare warranty and insurance documents as needed (e.g., standard, OIRCA).
Create and close subcontracts and submit pay requests.
Monitor corporate card use and expense reports from field staff.
Lead and schedule department meetings (e.g., Work on Hand meetings).
Respond to customer inquiries and dispatch crews for service calls.
Provide administrative support to the Superintendent and assist with other tasks as needed.