Service Administrative Assistant

Freestate Electrical Companies; Montpelier Forest (MD); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) retirement plan with company–m

Paid time off and company holidays

Life and disability insurance

Professional development and continued

Career advancement opportunities

Job summary

Freestate Electrical Companies is seeking an Electrical Service Administrator to provide comprehensive administrative support to the Electrical Service Division. You will coordinate service requests, schedule technicians, maintain customer records, process work orders, and support billing and project documentation.

You will act as the hub between customers, field personnel, service managers, vendors, and accounting to ensure exceptional customer service and efficient service operations.

Qualifications

• High school diploma or GED required.
• Associate degree in Business Administration, Construction Management, or related field preferred.

Responsibilities

• Receive, prioritize, and dispatch incoming service requests.
• Create and maintain service work orders from initiation through completion.
• Schedule electricians and service technicians based on customer needs, location, and availability.
• Monitor technician schedules and adjust assignments as necessary.
• Maintain emergency and after-hours service call documentation.
• Provide professional and timely communication regarding service requests, scheduling, and job status.
• Coordinate with customers regarding site access, scheduling, and project updates.
• Prepare service proposals, quotations, and customer correspondence.
• Process completed service tickets and ensure accurate documentation.
• Maintain electronic and paper project files.
• Assist Service Manager with departmental reporting and administrative functions.
• Prepare weekly and monthly operational reports.
• Review technician service tickets for completeness and accuracy.
• Process work orders for invoicing.
• Coordinate with Accounting to ensure timely billing.
• Track purchase orders, vendor invoices, and customer billing requirements.
• Assist with collections by providing supporting documentation when requested.
• Process technician timecards and daily labor reports.
• Maintain employee certifications, licenses, and training records.
• Coordinate onboarding documentation for new service personnel.
• Assist with scheduling training and certification renewals.
• Coordinate material orders for service technicians.
• Track deliveries and maintain material documentation.
• Track technician certifications, licenses, and required training.
• Maintain customer-required compliance documentation.
• Support company safety initiatives and recordkeeping.
• Maintain service contracts and preventative maintenance agreements.
• Organize permits, inspection reports, and closeout documentation.
• Archive completed work orders according to company procedures.
• Maintain accurate electronic records within company management systems.

Skills

Customer service

Organization

Multitasking

Communication

Attention to detail

Prioritization

Telephone etiquette

Education

High school diploma or GED

Associate degree in Business Administration or related field

Tools

MS Office 365

Adobe Acrobat

Viewpoint Vista

ERP/accounting systems

Electronic document management systems

Job description

Position Title – Electrical Service Administrator

Department – Electrical Service Division

Reports To – Service Account Manager

Position Summary

The Service Administrative Assistant provides comprehensive administrative support to the Electrical Service Department by coordinating service requests, scheduling technicians, maintaining customer records, processing work orders, and supporting billing and project documentation. This position serves as the administrative hub between customers, field personnel, service managers, vendors, and accounting to ensure exceptional customer service and efficient service operations.

Essential Duties and Responsibilities

Service Operations

• Receive, prioritize, and dispatch incoming service requests.
• Create and maintain service work orders from initiation through completion.
• Schedule electricians and service technicians based on customer needs, location, and availability.
• Monitor technician schedules and adjust assignments as necessary.
• Maintain emergency and after-hours service call documentation.

Customer Service

• Serve as the first point of contact for customers requesting electrical service.
• Provide professional and timely communication regarding service requests, scheduling, and job status.
• Coordinate with customers regarding site access, scheduling, and project updates.
• Maintain positive customer relationships while delivering exceptional service.

Administrative Support

• Prepare service proposals, quotations, and customer correspondence.
• Process completed service tickets and ensure accurate documentation.
• Maintain electronic and paper project files.
• Assist Service Manager with departmental reporting and administrative functions.
• Prepare weekly and monthly operational reports.

Billing & Financial Support

• Review technician service tickets for completeness and accuracy.
• Process work orders for invoicing.
• Coordinate with Accounting to ensure timely billing.
• Track purchase orders, vendor invoices, and customer billing requirements.
• Assist with collections by providing supporting documentation when requested.

Workforce Support

• Process technician timecards and daily labor reports.
• Maintain employee certifications, licenses, and training records.
• Coordinate onboarding documentation for new service personnel.
• Assist with scheduling training and certification renewals.

Material & Equipment Coordination

• Coordinate material orders for service technicians.
• Track deliveries and maintain material documentation.

Safety & Compliance

• Track technician certifications, licenses, and required training.
• Maintain customer-required compliance documentation.
• Support company safety initiatives and recordkeeping.

Document Control

• Maintain service contracts and preventative maintenance agreements.
• Organize permits, inspection reports, and closeout documentation.
• Archive completed work orders according to company procedures.
• Maintain accurate electronic records within company management systems.

Qualifications

Education

• High school diploma or GED required.
• Associate degree in Business Administration, Construction Management, or related field preferred.

Experience

• Minimum of 3 years of administrative experience in the electrical, construction, HVAC, mechanical, or service contracting industry preferred.
• Experience supporting field service operations highly preferred.
• Experience working with union electrical contractors is highly preferred.

Required Skills

• Excellent customer service and interpersonal skills.
• Strong organizational and multitasking abilities.
• Ability to work in a fast-paced, deadline-driven environment.
• Exceptional verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple service requests simultaneously.
• Professional telephone etiquette.

Technical Skills

Proficiency with:

• Microsoft Office 365 (Word, Excel, Outlook, Teams)
• Adobe Acrobat
• Service management software (Viewpoint Vista preferred)
• ERP/accounting systems
• Electronic document management systems

Physical Requirements

• Ability to sit and work at a computer for extended periods.
• Ability to lift up to 25 pounds occasionally.

Preferred Qualifications

• Experience supporting a union electrical contractor.
• Familiarity with IBEW workforce and dispatch procedures.
• Understanding of commercial and industrial electrical service operations.
• Knowledge of preventive maintenance contracts and emergency service dispatching.
• Experience with certified payroll documentation and prevailing wage projects.
• Experience with Viewpoint Vista, Procore or similar construction software.

Benefits

Eligible employees may receive:

• Competitive salary
• Medical, dental, and vision insurance
• 401(k) retirement plan with company match
• Paid time off and company holidays
• Life and disability insurance
• Professional development and continuing education
• Career advancement opportunities