Field Service Administrator & Scheduler

EMIT Technologies, Inc.; Midland (TX); On-site; USD 60,000 - 70,000; Full time

Job summary

EMIT Technologies, Inc. is seeking a detail-oriented Field Service Administrator and Scheduler to manage the administrative flow of field service work orders from request to billing.

You will own scheduling around crew capacity and coordinate with the Field Service Coordinator, Supervisors, Warehouse, and Field Service Manager to ensure accurate entries, customer confirmation, and clean handoffs. This role requires strong organization, proactive communication, and the ability to maintain a

Qualifications

• Experience in service administration, dispatch, scheduling, or work order systems preferred.
• Strong organization and attention to detail.
• Proficiency with spreadsheets and accurate data entry.
• Clear, professional communication with customers and internal teams.

Responsibilities

• Create and manage field service work orders with accuracies.
• Maintain forward schedule by crew and region, including PTO and holidays.
• Publish schedules and notify customers and teams of changes.
• Coordinate with Coordinator, Warehouse, and Supervisors for material readiness.
• Verify install dates, shutdown windows, and a multi-month outlook.
• Ensure closeout records (service reports, photos, signoffs) are attached.
• Identify recurring scheduling issues and propose process improvements.

Skills

Scheduling

Work orders

Office administration

Customer communication

Data entry

Tools

ERP systems

CRM software

Excel

Job description

We’re looking for an organized, detail-oriented Field Service Administrator and Scheduler to keep EMIT Technologies' field service work moving from first request to final invoice. In this role, you'll own the administrative flow of field service work orders and build the installation and service schedule around approved crew capacity. You'll work closely with the Field Service Coordinator, Supervisors, Warehouse, and the Field Service Manager to make sure jobs are entered accurately, scheduled with customer confirmation, and handed off cleanly so completed work gets billed on time.

Key Accountabilities:

• Create work orders for approved field service work, verifying customer, site, unit, scope, and required dates
• Maintain work order dates, assignments, documents, and status changes from creation through closeout using the approved system workflow
• Reconcile system records with field updates, track missing information and aging orders, and follow up with the right owner
• Maintain a forward schedule showing available, tentative, confirmed, and unavailable capacity by crew and region, including PTO, holidays, training, travel, and service commitments
• Match approved installation backlog to open capacity based on customer PM windows, priorities, job duration, location, and supervisor-confirmed crew availability
• Confirm install dates, customer shutdown windows, and site readiness while keeping a two- to three-month outlook that separates tentative holds from confirmed commitments
• Notify displaced customers when a confirmed request creates a blackout, and fill cancellations with customer-approved make-ready or shut-in work when practical
• Escalate priority conflicts or capacity shortages to the Field Service Manager
• Gather material and documentation readiness updates from the Coordinator, Warehouse, and Supervisors, and flag unresolved items before dispatch
• Publish schedules and job details, communicate changes to customers and internal teams, and send confirmed install dates to the Coordinator for ERP sales order updates
• Track completed jobs and confirm closeout records (service report, photos, and customer signoff) are attached before handing off to the Coordinator for billing
• Maintain a shared tracker covering work order and sales order references, missing documents, handoff dates, invoice status, and next action owner
• Review open closeouts with the Coordinator and elevate overdue or blocked items to the Manager
• Identify recurring scheduling or administrative issues and recommend improvements to records, communication, and workflow

Qualifications:

• Experience in service administration, dispatch, scheduling, or work order systems preferred
• Familiarity with industrial field service is a plus
• Strong organization, attention to detail, and follow-through
• Proficiency with spreadsheets, email, and accurate system data entry
• Clear, professional communication with customers and internal teams
• Ability to juggle changing deadlines across multiple supervisors and crews
• Comfortable working primarily in an office setting on the computer and phone, with occasional warehouse support as assigned

We are an equal opportunity employer and welcome candidates from all backgrounds.

Pay Range

$60,000 - $70,000 USD