Administrative Services Specialist

P1 Service; Ankeny (IA); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Health with HSA, Dental, and Vision

401K retirement plan

PTO and holiday pay

Educational Assistance program

Employee Discounts

Job summary

P1 Service, LLC. is seeking an Administrative Services Specialist in Ankeny to support service technicians and ensure commitments are met. You will dispatch technicians, manage scheduling, and maintain accurate call records for pricing and invoicing.

The role also involves coordinating work orders, managing documents, and supporting project administration. The ideal candidate has strong organizational skills, experience with dispatch and office duties, and a willingness to cover various clerical

Qualifications

• Must have a High School Diploma or GED.
• Associates degree preferred.
• Prior dispatching or mechanical service/construction experience a plus.
• 5 years minimum of related experience.

Responsibilities

• Coordinate service dispatches and schedule PM and emergency calls for HVAC technicians.
• Maintain up-to-date schedules and collaborate with other coordinators to maximize productivity.
• Enter resolutions and maintain accurate records for tasks, serial numbers, parts, and billing.
• Process payroll timecards and ensure weekly submission to payroll.
• Prepare and issue contracts, subcontracts, and payment apps; manage documentation.

Skills

Dispatching

Scheduling

Customer service

Data entry

Education

High School Diploma or GED

Associates degree

Tools

MS Office

Job description

P1 Service, LLC, is seeking an Administrative Services Specialist for our Ankeny office.Join our P1 Team!

P1 Service, LLC., part of the BCTS family of facility solutions providers, provides customers with the best in HVAC, mechanical, electrical, and plumbing service. Our turn-key solutions for all types of building solutions in a variety of markets has made P1 Service one of the top contractors in the nation. When you work for P1 Service, you'll be part of a culture that puts safety first, treats associates like family, and provides challenging work in a rewarding, energetic environment. P1 Service takes pride in maintaining a high standard of excellence along with an ethical and friendly business culture. P1 Service, LLC. is an equal opportunity employer. All qualified applicants will receive consideration for employment, regardless of status, including status as a protected veteran or as an individual with a disability.

The Opportunity

We're seeking a dynamic Administrative Services Specialist to support Service Techs and assure that customer commitments are met. This includes dispatching Service Techs according to the schedule, receiving customer calls and adjusting schedule as required, successfully completing calls, and creating accurate completed call records ready to be priced and invoiced.

What You'll Do

Service Coordinator Duties

• Schedule pm calls, emergency calls and dispatch assigned HVAC technicians
• Ensure schedule is up to date for all service technicians. Work with other Service Coordinators to maximize productivity and profitability of technicians
• Enter resolutions for assigned technician
• Take care of customer issues relating to assigned technicians and accounts within your realm of authority
• Post readings from tasking sheets as they are turned in and make changes or additions such as serial numbers, belt sizes and quantities, and filter sizes and quantities
• Check hours for assigned technicians payroll and confirm hours with technicians before payroll is run each week
• Responsible for ensuring that timecards are submitted to the payroll department each week by the deadline.
• Issue purchase orders as needed
• Issue new call service job numbers as needed
• Answer department service lines and answer other department phones as needed
• Deal with customers in a professional manner
• Assist in preparation of monthly tasking sheets as required
• Back up other Service Coordinators as required to cover vacations, lunch, illness, or other
• Compose memos for field service techs as required
• Assist with report gathering, and departmental data entry as required
• Discuss scheduling/manpower issues informally on a daily basis and formally once a week to insure maximum productivity, profitability and customer service

Project Coordinator Duties

• Creation of Subcontracts, Payment apps, sub mods
• Maintain database of subcontract templates

Document Management

• Contract receipt, review, revisions, distribution for approval and submission back to client (Change Orders included)
• Processing Contracts for P1 Service locations if principal signatures are required
• Obtain and store Certificates of Insurance
• Assist in facilitating renewals w/ Lockton annually
• Close out documentation creation
• Assist in creation and tracking of Submittals
  • Apply for Permits as required
  • Assist Project Manager in Bid process as needed
  • Update and distribute Manpower schedule weekly
  • Manage and maintain P1 Service Business and Master Licenses
  • Assist General Manager and Operations Manager with special projects

Office Management Duties

• Performs or facilitates maintenance of office equipment including cleaning, maintenance and repairs
• Provides clerical support when needed to assist clerical staff with assigned administrative duties such as answering phones, sorting and distributing mail, and preparing documents
• Maintains inventory of office supplies; orders new supplies as needed
• Oversees activities of the office
• Performs other related duties as assigned

Benefits for fulltime non-bargaining personnel include:

• Educational Assistance program
• PTO and holiday pay
• Volunteer community service paid time off
• Bereavement paid time off
• Company paid life insurance
• Company paid disability insurance
• Company paid Employee Assistance Program with counseling
• Company paid financial education & wellness program with budgeting resources
• 401K retirement plan
• Health with HSA, Dental, and Vision insurance
• Dependent Care FSA
• Voluntary Life insurance
• Voluntary Hospital Indemnity, Critical Illness, and Accident insurance plans
• Voluntary LegalShield and Identity Theft protection plans
• Employee Discounts

If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability. You can request reasonable accommodations by contacting Human Resources: Email: [e-mail] or call: 913-529-9033.

Ready to Join Our Team?

If you're passionate about building client relationships while delivering exceptional services, we want to hear from you!

Requirements

Required:

• Must have a High School Diploma or a GED equivalent.

Preferred:

• Associates degree in any related field.
• Prior dispatching or mechanical service/construction experience
• 5 years minimum of related experience.