Service Department Administrator

Marek•Austin, TX

About The Position

Job Summary The Administrative Assistant provides support to the service department team, offering clerical and operational responsibilities. This position will work with our residential division to ensure that project documents are managed and completed in a timely manner. Job Duties & Responsibilities Schedule all service work efficiently, ensuring optimal use of field and service team resources. Coordinate with field and service teams to ensure all assigned work is completed accurately and on time. Follow up on service progress, keeping all stakeholders informed of status updates and any scheduling changes. Respond to internal and external inquiries regarding service status in a timely and professional manner. Proactively identify and resolve scheduling or communication issues that may impact service delivery. Communicate with customers to gather a comprehensive list of requested work or issues. Receive and respond to customer service emails and calls as needed. Retrieve customer purchase orders (EPOs) from websites or portals and ensure necessary documentation is secured before work begins. Ensure critical customer service information is clearly communicated to staff and appropriate contacts. Perform general administrative duties including digital filing, creating PDF documents, and maintaining organized records of service requests, schedules, EPOs, and communication logs. Prepare work orders for scheduling and update scheduling software on a daily basis. Assist in job budgeting and costing in coordination with the service management team for billing accuracy. Support general business operations through the completion of various administrative tasks. Assist fellow team members as needed and perform other duties as assigned by the manager.

Requirements

Education: Associate’s degree in business, or related field of study or high school diploma/GED with equivalent work experience.
Experience: 2 years of experience or related administrative experience.
Demonstrated experience with excel spreadsheet management and PDF software.
Proven customer service skills.
Skills: Excellent verbal and written communication skills.
Ability to collaborate with all levels of management.
Strong relationship building skills.
Strong numerical and reasoning skills.
Ability to multi-task.
Proficiency with Microsoft Office products; specifically, Outlook, Word, and Excel.

Nice To Haves

Knowledge of the construction industry preferred.

Responsibilities

Schedule all service work efficiently, ensuring optimal use of field and service team resources.
Coordinate with field and service teams to ensure all assigned work is completed accurately and on time.
Follow up on service progress, keeping all stakeholders informed of status updates and any scheduling changes.
Respond to internal and external inquiries regarding service status in a timely and professional manner.
Proactively identify and resolve scheduling or communication issues that may impact service delivery.
Communicate with customers to gather a comprehensive list of requested work or issues.
Receive and respond to customer service emails and calls as needed.
Retrieve customer purchase orders (EPOs) from websites or portals and ensure necessary documentation is secured before work begins.
Ensure critical customer service information is clearly communicated to staff and appropriate contacts.
Perform general administrative duties including digital filing, creating PDF documents, and maintaining organized records of service requests, schedules, EPOs, and communication logs.
Prepare work orders for scheduling and update scheduling software on a daily basis.
Assist in job budgeting and costing in coordination with the service management team for billing accuracy.
Support general business operations through the completion of various administrative tasks.
Assist fellow team members as needed and perform other duties as assigned by the manager.