Administrative Services Specialist

P1 Service, LLC; Ankeny (IA); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Educational assistance

PTO and holidays

Volunteer community service PTO

Bereavement PTO

Company paid life insurance

Company paid disability insurance

Employee assistance program

401K retirement plan

Health with HSA, Dental, Vision

Dependent Care FSA

Voluntary Life insurance

Voluntary Hospital Indemnity & etc.

Voluntary LegalShield & Identity Theft

Job summary

P1 Service, LLC. is seeking an Administrative Services Specialist to support Service Techs in our Ankeny office. You will dispatch technicians, manage schedules, handle customer calls, and ensure accurate records for pricing and invoicing.

The role includes office management, submittals, contract processing, and coordinating with project teams. HS diploma required; some college and dispatch experience preferred.

Qualifications

• Must have a High School Diploma or GED equivalent.
• Preferred: Associate degree in any related field.
• Prior dispatching or mechanical service/construction experience; 5 years minimum.

Responsibilities

• Schedule PM and emergency calls and dispatch HVAC technicians.
• Maintain up-to-date schedules and coordinate with other coordinators to maximize productivity.
• Enter resolutions and update customer and technician records.
• Process timecards, payroll deadlines, and purchase orders as needed.
• Communicate with customers professionally and support monthly tasking sheets.

Skills

Related experience

Dispathing coordination

Education

High School Diploma or GED

Associate degree

Job description

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

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.

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.