Service Administrative Coordinator

Walton & Company; York (York County); Presencial; USD 42 000 - 54 000; Tempo integral

Vantagens oferecidas por esta oferta de emprego

Health, dental, and vision insurance

401(k) with company match

Paid time off and holidays

Company vehicle (if applicable)

Ongoing training and career dev.

Resumo da oferta

Walton & Company in York, PA seeks a Service Administrative Coordinator to support parts ordering, work orders, records, and paperwork. You’ll work with customers, technicians, vendors, and service management; scheduling and dispatching serve as backup during peak times.

Responsibilities include processing orders, tracking parts, maintaining customer and equipment histories, and ensuring accurate documentation.

Qualificações

• Two to three years of administrative experience; HVAC or mechanical service preferred.
• Strong organizational and time management skills.
• Excellent verbal and written communication; customer-focused.
• Proficiency with computer-based recordkeeping and data entry.
• Ability to learn service management software and scheduling tools.
• Reliable transportation; valid driver’s license preferred.

Responsabilidades

• Prepare and maintain service work orders and paperwork.
• Assist with parts orders and purchase orders.
• Track part orders and notify scheduling team.
• Maintain organized customer and equipment records.
• Provide technicians with accurate docs and parts status.
• Handle customer inquiries and route questions to the right team.
• Receive service requests and relay urgent needs to scheduling/management.
• Provide data entry, filing, and administrative support.
• Coordinate with technicians, vendors, and management to resolve issues.

Conhecimentos

Administrative experience

Organizational skills

Communication skills

Data entry

Scheduling

Problem solving

Independent & collaborative work

Formação académica

High school diploma or GED

Ferramentas

Excel

Microsoft Office

Descrição da oferta de emprego

Commercial HVAC Services

Position Summary

The Service Administrative Coordinator provides administrative support through parts ordering, purchase orders, work order processing, recordkeeping, and related paperwork. This position coordinates with customers, technicians, vendors, and service management. Scheduling and dispatching are backup responsibilities during absences, peak workloads, or other coverage needs.

Essential Responsibilities

• Prepare, process, and maintain accurate service work orders and paperwork, including customer information, equipment details, and job requirements.
• Assist with ordering approved parts and materials, preparing purchase orders, and entering accurate purchasing information into company systems.
• Track parts orders, follow up with vendors, and notify the scheduling team when materials and job paperwork are ready.
• Maintain organized customer records, equipment information, service histories, and customer communications in company systems.
• Provide technicians with accurate work orders, customer information, equipment details, parts status, and other documentation needed to complete service calls.
• Address customer administrative inquiries and provide updates on parts orders, paperwork, and service status; direct technical and scheduling questions to the appropriate team member.
• Receive and document service requests, gather relevant details, and promptly communicate urgent needs to the scheduling team or service management.
• Provide data entry, filing, and administrative support; coordinate with technicians, vendors, and management to resolve parts, purchasing, and documentation issues.
• Provide backup scheduling and dispatch coverage, including appointments, technician assignments, route updates, arrival notifications, and emergency service coordination with service management.

Qualifications & Requirements

• High school diploma or GED.
• Two to three years of administrative experience; HVAC or mechanical service experience preferred.
• Scheduling and dispatching experience a plus for backup coverage responsibilities.
• Strong organizational and time management skills, with the ability to manage multiple priorities.
• Excellent verbal and written communication skills and a professional, customer-focused approach.
• Proficiency with computer-based recordkeeping and accurate data entry; ability to learn service management software and scheduling tools.
• Proficiency in Excel and other Microsoft Office applications.
• Attention to detail and strong problem-solving skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Reliable transportation; valid driver’s license preferred.
• Flexibility to work adjusted shifts or provide on-call coverage as required.

Physical Demands & Work Environment

Work is primarily performed in an office and involves extended periods of sitting, computer use, and telephone communication. Occasional standing, walking, bending, and lifting or moving items weighing up to approximately 25 pounds. Employees must follow applicable safety practices. Essential functions may be performed with or without reasonable accommodation.

Compensation & Benefits

• Competitive pay based on experience
• Health, dental, and vision insurance
• 401(k) with company match
• Paid time off and holidays
• Company vehicle (if applicable)
• Ongoing training and career development opportunities

R.A. Walton & Company, headquartered in York, Pennsylvania, is a mechanical contracting firm specializing in commercial and industrial HVAC, plumbing, and piping services. The Company provides design-build construction, retrofits, and ongoing service solutions, with a strong commitment to safety, quality, and customer satisfaction.

Walton & Company is an Equal Opportunity Employer.