Service Administrator

Defense Maritime Solutions, Inc.•Chesapeake, VA

58d•Onsite

About The Position

The Service Administrator provides comprehensive administrative support to the Field Service department and performs key customer relations duties within the Chesapeake, VA corporate office. This position supports Field Service Management and Representatives by coordinating appointments and services, processing service-related paperwork, maintaining billing accuracy, and performing daily administrative functions to ensure smooth departmental operations.

Requirements

Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook
Familiarity with Google Sheets, Smartsheet, and Internet-based tools
Strong analytical, organizational, and communication skills
Ability to maintain confidentiality and accuracy in recordkeeping
Exceptional attention to detail and multitasking ability
Capable of working independently and under pressure in a fast-paced environment
Strong teamwork skills within a diverse workforce
Excellent time management and prioritization abilities
Associate's Degree and 1-3 years of related experience; or
High School Diploma or GED with 3-5 years of relevant administrative experience

Nice To Haves

Deltek business system experience (preferred)
Concur expense management experience (preferred)

Responsibilities

Coordinate service appointments and support scheduling for field service activities.
Ensure all costs for business trips are accurately entered and filed in Concur, maintaining proper documentation for service orders and proposals.
Communicate critical project and contract information between Sales, Operations, and Contract Management to ensure requirements are met on time and within budget.
Enter and verify timesheets, employee business expenses, and cost data reports in Deltek.
Maintain open job balances through accurate PLC reporting.
Support continuous improvement of Field Service processes and provide administrative assistance to other departments as needed.
Prepare and distribute weekly Progress Reports, including note-taking during team meetings.
Track and maintain labor and expenses within job budgets.
Ensure timely and accurate submission of timesheets, verified by employees, supervisors, and customers.
Guarantee billing accuracy and timeliness (TTI) in line with corporate standards.
Assist technicians with 009-90 certification requirements for applicable projects.
Set up new projects and contract modifications in Costpoint based on provided documentation.
Maintain high-quality customer service to support long-term business success.
Perform additional administrative and clerical duties as assigned.