Administrative Service Manager
4 weeks ago
The Administrative Service Manager at Dead River Company is responsible for coordinating Service Department efforts and procedures to ensure a high level of customer satisfaction while maintaining an efficient, profitable operation. This role involves supervising the work of employees responsible for dispatching, inventory, billing, productivity, and payroll.
Key Responsibilities:
• Supervise the administrative operations of the Service Department to promote excellent customer service, maximum efficiency, and a harmonious working atmosphere.
• Recruit, hire, train, and develop administrative Service Department personnel. Provide performance feedback to employees and maintain written documentation according to company policy.
• Oversee the dispatching of service technicians to various types of service calls, including installations, tune-ups, emergency or same-day service, gas checks, and other routine service work. Set the standard for the quality and timeliness of employees' response to customer needs through effective planning, coordination, and scheduling.
• Ensure staff cross-training on Service Department administrative procedures. Coordinate and delegate the duties of department personnel and approve employee schedules and payroll hours.
• Preplan upcoming and ongoing schedules, address customer service, productivity, and quality control issues in conjunction with the Field Service Manager.
• Oversee accurate and timely service billing.
• Generate and analyze month-end Service Department reports (productivity, callback, variance analysis, and various LP reports). Review department financial statements and participate in annual budget preparation.
• Supervise the purchasing, pricing, and inventory levels of heating equipment and replacement parts. Ensure compliance with central inventory purchasing programs and price book.
• Assure operational efficiency using strong communication, interpersonal, leadership, and organizational skills through delegation and follow-up.
• Develop and maintain systems for accounting controls in billing, payroll, and inventory. Utilize company assets well through effective inventory control in accordance with budget forecasts and company objectives.
• Coordinate equipment installations with the sales staff (or Field Service Manager), calculate prices on completed installations, complete installation analyses, and calculate any equipment sales commissions.
• Promote a safe working environment. May perform accident and injury investigations and follow-up.
Requirements:
• A high school diploma is required. A Bachelor of Arts or Bachelor of Science degree is preferred.
• Two to four years of supervisory experience is preferred. An Accounting background would be helpful. Prior working knowledge of the petroleum industry is a plus.
Work Environment:
The majority of work is performed in an office setting with controlled temperature and lighting. There is occasional driving to and from job site locations where varying temperature and lighting conditions exist.
Physical Requirements:
Frequent sitting, standing, and walking. Frequent use of fingers to write, type, and handle paperwork. Frequent communication involving listening and speaking, sometimes over the radio. Occasional need to lift or move objects weighing more than 10 pounds. Assistance is available for lifting or moving heavier objects.
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