Office Administrator

• Operational & Financial Oversight
• Service Titan Administration & Ownership

Company: Advanta Serv

Location: Idaho Falls, Idaho

Position Type: Full-Time

Join a Growing Local Company
Advanta Serv is a locally owned HVAC, plumbing, and electrical service company serving homeowners and businesses throughout Eastern Idaho. We are not a franchise
. We are building a strong local company by combining quality craftsmanship, exceptional customer service, modern technology, and a team that takes pride in doing things the right way.

We are looking for an experienced and highly capable Office Administrator to become a central part of our daily operations.

Although The Position Carries a Streamlined Title, This Is a Broad And Important Role With Significant Responsibility In Four Primary Areas:

• Customer Service & Customer Communication
• Dispatching & Technician Scheduling
• Operational & Financial Oversight
• Service Titan Administration & Ownership

As the company continues to grow, we expect to add additional office staff who will absorb and specialize in portions of these responsibilities. The person hired today will have an opportunity to help build our systems, support future team members, and potentially grow into a more specialized or leadership-focused position.

The

Position Overview
The Office Administrator is the operational hub connecting our customers, technicians, management team, and financial processes.

This person will manage the customer experience from the first phone call through job completion and payment. They will coordinate technician schedules, maintain accurate job records, oversee purchase orders and job costs, monitor accounts receivable, and help ensure completed work is properly documented, billed, profitable, and collected.

This is not a traditional receptionist position. It requires someone who can balance customer service, field coordination, administrative organization, technology, and financial accountability in a fast-moving service environment.

The right person will be organized, dependable, comfortable with technology, confident communicating with customers, and capable of managing multiple priorities without losing attention to detail.

The Primary Responsibilities

Customer Service

• Answer incoming phone calls, emails, and online service requests promptly and professionally.
• Serve as the primary point of contact for new and existing customers.
• Gather complete and accurate information about customer needs and service concerns.
• Schedule service, maintenance, estimate, and installation appointments.
• Clearly explain appointment expectations, arrival windows, and applicable service fees.
• Keep customers informed regarding technician arrival times, delays, and schedule changes.
• Follow up on completed appointments, estimates, and unresolved concerns.
• Handle difficult customer conversations calmly, professionally, and with empathy.
• Help convert incoming calls and inquiries into scheduled appointments.
• Build trust with customers and contribute to long-term customer relationships.
• Deliver a customer experience that reflects positively on Advanta Serv from beginning to end.

Dispatching & Scheduling

• Manage the daily dispatch board and technician schedules within Service Titan.
• Schedule and dispatch technicians based on trade, skill level, location, urgency, workload, and availability.
• Monitor technician progress and job status throughout the day.
• Maintain clear communication with technicians regarding job details and schedule changes.
• Adjust schedules when emergencies, cancellations, delays, or additional work arise.
• Promptly communicate schedule changes to affected customers.
• Help reduce technician downtime, unnecessary travel, and scheduling gaps.
• Support efficient routing and productive use of technician time.
• Ensure technicians have the information needed before arriving at each job.
• Confirm jobs are properly completed and required documentation has been entered.
• Escalate scheduling, customer, or field concerns to management when appropriate.

Service Titan Administration & Ownership
Service Titan is the operational backbone of Advanta Serv. The Office Administrator will be expected to learn, understand, and ultimately take ownership of how the platform is utilized throughout the company.

Responsibilities Include:

• Maintain accurate customer, property, equipment, membership, and job records.
• Create and manage appointments, jobs, estimates, invoices, and follow-up tasks.
• Maintain technician schedules and the dispatch board.
• Review job records for missing, inaccurate, or incomplete information.
• Monitor outstanding estimates and ensure appropriate follow-up.
• Help manage memberships and recurring service appointments.
• Maintain reports, dashboards, tags, alerts, and workflows.
• Identify opportunities to improve data quality and operational efficiency.
• Document Service Titan processes and office procedures.
• Assist with training future office employees.
• Work with management to ensure Service Titan supports customer service, dispatching, profitability, and…