Service Administrative Assistant

Position Title – Electrical Service Administrator Department – Electrical Service Division Reports To – Service Account Manager Position Summary

The Service Administrative Assistant provides comprehensive administrative support to the Electrical Service Department by coordinating service requests, scheduling technicians, maintaining customer records, processing work orders, and supporting billing and project documentation. This position serves as the administrative hub between customers, field personnel, service managers, vendors, and accounting to ensure exceptional customer service and efficient service operations.

• Receive, prioritize, and dispatch incoming service requests.
• Create and maintain service work orders from initiation through completion.
• Schedule electricians and service technicians based on customer needs, location, and availability.
• Monitor technician schedules and adjust assignments as necessary.
• Maintain emergency and after-hours service call documentation.

• Serve as the first point of contact for customers requesting electrical service.
• Provide professional and timely communication regarding service requests, scheduling, and job status.
• Coordinate with customers regarding site access, scheduling, and project updates.
• Maintain positive customer relationships while delivering exceptional service.

• Prepare service proposals, quotations, and customer correspondence.
• Process completed service tickets and ensure accurate documentation.
• Maintain electronic and paper project files.
• Assist Service Manager with departmental reporting and administrative functions.
• Prepare weekly and monthly operational reports.

• Review technician service tickets for completeness and accuracy.
• Process work orders for invoicing.
• Coordinate with Accounting to ensure timely billing.
• Track purchase orders, vendor invoices, and customer billing requirements.
• Assist with collections by providing supporting documentation when requested.

• Process technician timecards and daily labor reports.
• Maintain employee certifications, licenses, and training records.
• Coordinate onboarding documentation for new service personnel.
• Assist with scheduling training and certification renewals.

• Coordinate material orders for service technicians.
• Track deliveries and maintain material documentation.

• Track technician certifications, licenses, and required training.
• Maintain customer-required compliance documentation.
• Support company safety initiatives and recordkeeping.

• Maintain service contracts and preventative maintenance agreements.
• Organize permits, inspection reports, and closeout documentation.
• Archive completed work orders according to company procedures.
• Maintain accurate electronic records within company management systems.

• High school diploma or GED required.
• Associate degree in Business Administration, Construction Management, or related field preferred.

• Minimum of 3 years of administrative experience in the electrical, construction, HVAC, mechanical, or service contracting industry preferred.
• Experience supporting field service operations highly preferred.
• Experience working with union electrical contractors is highly preferred.

• Excellent customer service and interpersonal skills.
• Strong organizational and multitasking abilities.
• Ability to work in a fast-paced, deadline-driven environment.
• Exceptional verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple service requests simultaneously.
• Professional telephone etiquette.

Proficiency with:

• Microsoft Office 365 (Word, Excel, Outlook, Teams)
• Adobe Acrobat
• Service management software (Viewpoint Vista preferred)
• ERP/accounting systems
• Electronic document management systems

• Ability to sit and work at a computer for extended periods.
• Ability to lift up to 25 pounds occasionally.

• Experience supporting a union electrical contractor.
• Familiarity with IBEW workforce and dispatch procedures.
• Understanding of commercial and industrial electrical service operations.
• Knowledge of preventive maintenance contracts and emergency service dispatching.
• Experience with certified payroll documentation and prevailing wage projects.
• Experience with Viewpoint Vista, Procore or similar construction software.

Eligible employees may receive:

• Competitive salary
• Medical, dental, and vision insurance
• 401(k) retirement plan with company match
• Paid time off and company holidays
• Life and disability insurance
• Professional development and continuing education
• Career advancement opportunities