Assistant Service Manager

Tecta America Commercial Roofing; Florida; On-site; USD 42,000 - 65,000; Full time

Job summary

Empire Roofing Sunrise, a Tecta America company, is seeking an Assistant Service Manager to support the service group in Sunrise, FL. You will handle administrative tasks, manage work orders, scheduling, and communications with customers and technicians.

The role requires strong MS Office skills, excellent organization, and customer service, with bilingual English/Spanish preferred. A team-oriented, proactive attitude and reliable documentation practices are essential.

Qualifications

• Minimum three years facilities services administrative experience.
• Proficient in MS Office and Outlook; Excel a plus.
• Excellent communication and customer service skills.
• Strong organizational and time management abilities.
• Ability to multitask in a fast-paced environment.
• Team player with initiative and integrity.
• Bilingual English/Spanish preferred.

Responsibilities

• Provide administrative support to the Service Group, handling paperwork such as Work Orders, Billing, Proposals, Purchase Orders, and reports.
• Create work order tickets and service schedules for technicians.
• Prepare and format documents including work orders, letters, memos, faxes, and reports.
• Maintain database of service files and logs for document control.
• Track estimates, change orders, submittals, and operation manuals.
• Maintain customer equipment database and contract renewals.
• Follow up with technicians to ensure work orders are opened and closed properly.
• Schedule meetings and coordinate appointments.
• Distribute paperwork to field staff and ensure timely processing.
• Prepare O&M manuals for small service projects.
• Assist with closeout paperwork and project documentation.
• Work independently and in teams on service projects.

Skills

Communication

MS Office

Time management

Teamwork

Customer service

Bilingual English/Spanish

Tools

Outlook

Excel

Job description

Description

With over 35 years of experience, Empire Roofing Sunrise, a Tecta America company, has built a strong reputation as a full‑service provider specializing in commercial, industrial, and institutional roofing solutions, offering expert roof replacement, repair, and maintenance across built‑up roofing, modified bitumen, single‑ply systems, and architectural metal roofing, while also delivering comprehensive building envelope solutions that ensure lasting protection, efficiency, and performance for every project we take on.

We are seeking a Assistant Service Manager for our commercial roofing shop in Sunrise, Florida. This individual is responsible for maintaining accurate and on‑time recording keeping relative to the service department's operations. This individual will perform functions to support the work order process, including but not limited to ensuring that all charges related to work orders are posted properly and closed on a timely basis. This individual will process warranty and product improvement claims and handle communications with customers in a professional manner.

Job Functions

• Will provide administrative support to the Service Group in the day‑to‑day processing of related paperwork required such as Work Orders, Billings, Proposals, Purchase Orders, Reports, sending out daily emails with follow ups from previous day work, monitor the service emails, answer phones, etc.
• Create work order tickets and service schedule for the service technicians
• Prepare and prove documents and correspondence, including work orders, letters, memos, faxes, transmittals, reports, submittals, transmittals, requests for information, and purchase orders as needed.
• Maintain accurate database of all service related files and logs for document control and refrigeration management.
• Track and update logs for estimates, change orders, submittals, equipment releases, requests for information and operation and maintenance manuals.
• Maintain customer equipment database and contract renewals.
• Follow‑up with service technicians to make sure their work orders are opened and closed properly.
• Research information requests.
• Schedule or coordinate meetings or appointments.
• Communicate with Service technicians and provide them with paperwork required in the field.
• Fill requests from Servicemen for forms and needed supplies.
• Make copies and prints or send out to be processed as needed.
• Prepare Operation and Maintenance Manuals prior to completion of small service projects, when required.
• Assist on close out paperwork for projects.
• Work independently and within a team on special, nonrecurring and ongoing service projects.
• Maintain a positive and professional working relationship with peers, management, and support resources, with a constant commitment to teamwork and exemplary customer service.
• Perform all other duties as assigned by management in a professional and efficient manner.

Knowledge, Skills & Experience (Essential)

• Must possess a minimum of three (3) years recent facilities services administrative experience, preferably in the Construction industry.
• Excellent Microsoft skills, preferably MS Office (Word and Excel), experience working with Outlook for e‑mails, scheduling, etc. a plus.
• Must possess excellent communication skills, customer service skills to serve both internal and external customers.
• Outstanding organizational skills, excellent time management, and the ability to multi‑task in a fast paced high volume environment.
• Ability to maintain flexible and positive attitude towards assignments.
• Track record of initiative and establishing priorities, and ownership of work is essential.
• Effective problem‑solving ability to research and satisfactorily resolve issues.
• Must exhibit attention to detail and commitment.
• Overall this role will support a cooperative team climate conducive to maximize employee morale and productivity.

Knowledge, Skills & Experience (Desirable)

• Bilingual English/Spanish
• Commercial Roofing Service experience

Key Competencies

• Superb communication skills
• Sound judgment and ability to make decisions
• Well organized; Adept at planning work and managing time
• Extreme attention to detail and high level of accuracy
• Initiative
• Integrity
• Adaptability
• Professional demeanor, including refusal to engage in gossip
• Willingness to learn
• Teamwork and collaboration

Occupational Health and Safety

• Compliance with workplace policies and procedures for risk identification, risk assessment and risk control
• Active participation in activities associated with the management of workplace health and safety
• Identification and reporting of health and safety risks, accidents, incidents, injuries and property damage at the workplace

Working Conditions

Physical surroundings

Office environment with typical office machines and exposure to noise and temperature. Also some jobsite visits may be needed.

Physical Effort

Extensive sitting, standing, walking. Repetitive keying, typing. Occasional lifting not to exceed 25 pounds