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Service Administrator
3 months ago
About Comfort Systems
USA:
South Central
We are a progressive company offering competitive wages, full medical and dental benefits, paid time off, training and career development.
CURRENT OPPORTUNITY:
Service Administrator
SUMMARY
This individual should demonstrate excellent verbal and written communication and customer service skills, internally and externally; and possess strong organizational capabilities.
He/she should have the ability to work in a fast-paced environment, managing the service technician workflow and billing details, while ensuring customer satisfaction.
QUALIFICATIONS
To succeed in this role, an individual must be able to perform each essential duty satisfactorily while also being able to pivot as needed.
This person should be a team player who works and communicates well with people at all levels while maintaining full ownership of assigned responsibilities.
The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.ESSENTIAL JOB FUNCTIONS
- Assemble and dispatch service repair orders and PM Contracts
- Coordination of service technicians necessary to provide prompt and accurate completion of PM's as well as service repair orders
- Responsible for the permitting process on any service call/project that requires it.
- Assists with creation of Demand Response quotations through 911 repair submissions or Field Proposals. Coordinates between the customer and Service Manager/Service Technical Support Representative to insure timely response.
- Maintain pending work file for regular followup
- Monitor status of all uncommitted service repairs and PM's
- Update late reporting as needed and update service orders in Coins
- Generate and track request for parts to be ordered and received
- Maintain an oncall schedule
- Communicate with the answering service
- Maintain telephone coverage during business hours; if unable to answer telephones, responsible for ensuring coverage
- Provide direction to technicians for operational and functional duties, as outlined by management
- Enforce compliance to policies and procedures, as outlined by company and management, to ensure an efficient, productive, and safe working atmosphere
- Prepares yearly, monthly, and weekly execution plans for Service Agreement (SA) scheduled service visits.
- Participates in business review meetings by preparing and discussing critical account information pertinent to current profitability status (i.e. outstanding claims, SA variance, Account Receivable issues) and customer satisfaction issues. Researches and follows up on questions identified during monthly business review.
- Facilitates administration of warranty claims as needed.
- Responsible for new technician set up (uniforms, update fleet tracking sheet, contact information, etc.)
- Sending invoices and account updates to clients
- Addressing and resolving client questions and issues relating to invoices
- Process credit card payments when necessary
- Process credit/rebill requests and maintain credit/rebill spreadsheet
- Communicate and follow up effectively with sales department regarding customer accounts
- Establish and maintain effective and cooperative working relationships with customers and sales department
- Identify customers for liens and communicate with department managers monthly
- Process credit reports through D&B
- Set up new customers in COINS ERP+
- Ensures that all customer account information required to support call management activities and scheduling of tasks are accurate and up to date in COINS/Mobile Tech.
- Reconcile customer disputes as they pertain to payment of outstanding pastdue balances
- Participate in weekly service meetings
- Prepare monthend closing spreadsheets
- Other duties and administrative activities as assigned.
- High School Diploma or Equivalent
- Three years coordinator/dispatch experience
- One year collections experience
- Working knowledge of all Microsoft Applications
- Knowledge of HVAC & Refrigeration and/or related Service Industry business experience preferred
- Working knowledge of Coins ERP+ preferred
BENEFITS OFFERED:
- Paid Time Off
- Full Medical, Dental and Vision
- Life and Disability Insurance
- 401k with generous company match
TO JOIN OUR TEAM... APPLY TODAY_
Disclaimer
The above statements are intended to describe the general nature and level of work being performed by employees assigned to this job.
It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.
All personnel may be required to perform duties outside