Service Administration Manager
2 months ago
Job Summary:
The Operations Administration Manager will partner with the Operations and Field Service Managers to lead and administer a multitude of activities on Make Ready and Repair and Maintenance services for our multi-family clientele. This role will be responsible for working with Sales and clients on account setup and service scheduling, sourcing, onboarding, and assigning independent contractors, managing work orders, change orders, and independent contractor payables, providing customer status and securing job materials, processing lien waivers, and providing customized reporting and documentation as per customer requirements.
Key Responsibilities:
- Plan and coordinate the daily execution and management of services for specialized trades and/or managed client accounts.
- Verify work contracts are fully approved and executed, secure proper paperwork and verify independent contractors meet vendor compliance prior to starting work.
- Review service scope and key process steps to obtain required approvals, permits, and materials necessary for successful execution in a timely manner.
- Build and maintain repair and maintenance services using the companies' work order management software.
- Liaise with Field Service Managers and clients on assigned service engagements to finalize work schedules, secure purchase orders, source materials, source and dispatch independent contractors, process change orders, coordinate service scheduling, and communicate job status with the client.
- Assist in the selection of new qualified independent contractors and manage onboarding process.
- Manage and track service project-related paperwork, including scope of work, service plan, budget, schedule, change orders, independent contractor payments, progress billing, and issues logs.
- Manage accurate service billings and lien releases to ensure timely client payment.
- Ensure accurate and timely payment to independent contractors.
- Resolve questions or issues pertaining to independent contractor billing.
- Complete tasks on project plans, as required.
- Perform other related duties and special projects as assigned.
Requirements:
- Associate degree or higher in business management, construction management, or related field required, bachelor's degree is preferred.
- 5+ years or prior experience in the commercial construction industry.
- Bilingual (English/Spanish) is a plus.
- Experience with Salesforce is highly preferred.
- Excellent communication, time management, and organizational skills.
- Comfort with multi-tasking, prioritizing, and working in a demanding environment.
- High self-initiative with the ability to work well under pressure and adapt to constantly changing environment.
- Ability to organize priorities based on deadlines.
- Ability to perform effectively in environments with frequent workload changes and competing demands.
- Committed to service excellence with a positive, friendly attitude.
- Excellent attention to detail, ensuring accuracy and thoroughness in all aspects of the job.
- Process oriented, adept at creating efficient workflows and simplifying complex processes.
- Strong peer relationships; easily gains trust and support of peers, encourages collaboration, and quickly solves problems for the good of all.
- Proficient in Microsoft Office: Excel, Word, PowerPoint, and Teams.
- Ability to work well with all levels of management and staff including outside clients, vendors, and contractors.
- Excellent work ethic, integrity, and accountability.
Benefits:
- Health coverage for you and your family through medical, dental, vision plans.
- Healthcare Savings Account (HSA) plan with employer HSA contribution, Healthcare & Dependent Care Flexible Spending Account.
- 401k Savings Plan with matching company contribution.
- Paid Time Off program (up to 20 days PTO per calendar year plus 11 Holidays, with 1 Floating Holiday & 1 Volunteer Day).
- Support for continued education through tuition reimbursement of up to $5,250 per year & access to Valet Living online center.
- Referral bonus program (up to $2500 for each referral hired).
- Pet insurance plan options.
- Financial protection through disability, life, accidental death & dismemberment, and business travel insurance.
- Associate and family assistance program.
- Associate Relief Fund.
- Associate discount program.
- Rewards and Recognition program.
- Free access to Torch Fitness (virtual program and events).
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