Service Administrator

Empire Southeast•Sunrise, FL

About The Position

The Service Administrator supports the Service Group by maintaining accurate, timely records and processing service department paperwork. The role supports the work order process, ensures charges are posted properly and work orders are closed on time, processes warranty and product improvement claims, and communicates professionally with customers. The position provides administrative support for daily service operations, including work orders, billings, proposals, purchase orders, reports, service email, follow-ups, and phone calls. It maintains service records and databases, coordinates schedules and meetings, supports service technicians with field paperwork and supplies, and assists with project closeout documentation. The role works independently and as part of a team, maintaining a professional, cooperative approach and commitment to customer service. The work is performed in an office environment with typical office machines and exposure to noise and temperature. Physical demands include extensive sitting, standing, and walking; repetitive keying and typing; and occasional lifting of up to 25 pounds. Hours are subject to overtime.

Requirements

Minimum of three years of recent facilities services administrative experience; construction industry experience preferred.
Excellent Microsoft skills, preferably Microsoft Office, including Word and Excel.
Excellent communication and customer service skills for serving internal and external customers.
Strong organizational and time-management skills, with the ability to multitask in a fast-paced, high-volume environment.
Flexible and positive attitude toward assignments.
Initiative, ability to establish priorities, and ownership of work.
Effective problem-solving skills, including researching and satisfactorily resolving issues.
Attention to detail and commitment.
Ability to support a cooperative team climate that maximizes employee morale and productivity.
Sound judgment and ability to make decisions.
Professional demeanor, integrity, adaptability, willingness to learn, and teamwork and collaboration.
Ability to perform extensive sitting, standing, and walking; repetitive keying and typing; and occasional lifting of up to 25 pounds.

Nice To Haves

Bilingual English/Spanish.
Commercial roofing service experience.
Experience using Outlook for email and scheduling.

Responsibilities

Provide administrative support for day-to-day Service Group paperwork, including work orders, billings, proposals, purchase orders, and reports.
Send daily follow-up emails and monitor service emails and answer phones.
Create work order tickets and service schedules for service technicians.
Prepare and proof documents and correspondence, including work orders, letters, memos, faxes, transmittals, reports, submittals, requests for information, and purchase orders.
Maintain service-related files and logs for document control and refrigeration management.
Track and update logs for estimates, change orders, submittals, equipment releases, requests for information, and operation and maintenance manuals.
Maintain the customer equipment database and contract renewals.
Follow up with service technicians to ensure work orders are opened and closed properly.
Research information requests and resolve issues as needed.
Schedule or coordinate meetings and appointments.
Communicate with service technicians and provide paperwork required in the field.
Provide servicemen with requested forms and supplies.
Make copies and prints or send materials out for processing as needed.
Prepare operation and maintenance manuals for small service projects before completion when required.
Assist with project closeout paperwork.
Work independently and with a team on special, nonrecurring, and ongoing service projects.
Maintain positive professional relationships with peers, management, and support resources, with a commitment to teamwork and customer service.
Perform other duties assigned by management in a professional and efficient manner.
Comply with workplace risk identification, assessment, and control policies and procedures.
Participate in workplace health and safety management activities.
Identify and report workplace health and safety risks, accidents, incidents, injuries, and property damage.