Service & Permit Administrator

Overview

Service & Permit Administrator - $20-23ph + Benefits at Artfox – Full Time, On Site in Naples, FL

Position summary and primary responsibilities are described below.

• Work Order Management:
  Create, review, and close out work orders in Field Edge; verify job details (customer information, equipment, warranty, maintenance agreements); ensure accurate coding for labor, parts, and warranties; collect and enter purchase orders or authorization numbers when required.
• Permitting:
  Apply for and track permits for HVAC installations, replacements, and service jobs; communicate with municipalities to ensure timely permit approvals and inspections; maintain organized records of permit status, expirations, and follow-up requirements.
• Scheduling & Dispatching:
  Assign and dispatch service technicians based on skill set, availability, and location; monitor technician workloads and adjust schedules to maximize efficiency; track work orders in Field Edge (or equivalent CRM/dispatch software); maintain a daily/weekly service calendar.
• Customer & Client Service:
  Answer inbound service calls, emails, and portal requests; schedule service appointments with accurate arrival windows; communicate with customers regarding delays, reschedules, and service updates; handle customer concerns promptly and escalate issues as needed.
• Warranty Registration:
  Register warranties for new installations with manufacturers; ensure warranty documentation is complete, accurate, and provided to customers; track expiration dates and warranty terms for future service coordination.
• Maintenance Agreements:
  Create, renew, and track residential or light commercial maintenance agreements; follow up with customers about expiring or lapsed agreements; coordinate with technicians and customers to schedule maintenance visits.
• Administrative & Reporting:
  Assist with timecard verification and approval for assigned service technicians; maintain records of service agreements, preventative maintenance schedules, and recurring visits; generate daily, weekly, or monthly service performance reports; support billing and collections by ensuring all documentation is complete and timely.
• Team & Technician Support:
  Provide technicians with job details, directions, and special instructions; track technician progress and support with parts ordering, job notes, or customer communications; coordinate with warehouse and parts team to ensure required materials are available; facilitate communication between the service team and management.

• 2+ years’ experience in HVAC, plumbing, electrical, or a service-based industry.
• Strong administrative, scheduling, and customer service skills.
• Familiarity with permit processes and local municipality requirements (preferred).
• Experience with service software and/or CRM tools.
• Attention to detail and ability to manage multiple priorities.
• Professional communication skills—both written and verbal.

• Organized and process-oriented
• Strong multitasker and communicator
• Problem-solver with a customer-first mindset
• Comfortable with compliance and documentation
• Team player who can work across departments
• Ability to remain calm and professional in fast-paced situations
• Knowledge of HVAC systems and terminology is a plus

• Sit for prolonged periods of time
• Repetitive Movements such as typing and mouse use
• Prolonged screen viewing
• Lifting up to 25 pounds

• Seniority level:
  Entry level
• Employment type:
  
  Full-time
• Job function:
  Other
• Industries:
  Technology, Information and Internet