Service Administrator

7 days ago

Rancho Cordova, California, United States Solace Enterprises, Inc. Full time $40,000 - $60,000 per year

The Service Administrator is responsible for supporting the day-to-day operations of the service department in an HVAC company. This role primarily involves preparing accurate service estimates, ordering necessary parts, managing customer invoices, and coordinating communication between technicians, customers, and vendors. The Service Administrator ensures that all service-related processes run smoothly and efficiently, providing excellent customer service and contributing to the overall success of the department.

Required Qualifications:

High school diploma or equivalent; Associate degree in business or related field preferred.

Proven experience in an administrative role, preferably in the HVAC or construction industry.

Strong knowledge of HVAC systems and terminology is a

Proficient in Microsoft Office Suite (Excel, Word, Outlook) and service management software.

Professional phone skills.

Excellent organizational, communication, and time-management skills

Ability to multitask and handle multiple service requests simultaneously.

Strong attention to detail and accuracy in estimating, invoicing, and record-keeping

Customer-focused attitude with a strong commitment to service excellence

Desired Qualifications:

HVAC repair experience

Adaptable to changing responsibilities and priorities.

Ability to remain calm and composed in high-pressure situations, making swift decisions and prioritizing tasks accordingly.

Essential Functions and Responsibilities:

Prepare detailed service estimates for customers based on the scope of work and required parts.

Order parts and materials needed for HVAC service jobs, ensuring timely delivery and availability.

Create and manage service-related invoices, ensuring accuracy and timely billing.

Maintain accurate records of service jobs, parts inventory, and invoices.

Communicate with customers to confirm service details, schedule appointments, and address any inquiries or

Monitor job progress, ensuring that deadlines are met and customer expectations are exceeded.

concerns.

Assist in processing warranty claims and ensuring all paperwork is submitted accurately.

Provide administrative support to the service department, including handling calls, emails, and other forms of communication.

Follow up with vendors and suppliers to track orders and resolve any issues related to parts or materials.

Coordinate with HVAC technicians to ensure they have the necessary tools, equipment, and parts for each job.

Other duties as assigned.

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