Service Administrator

Air Controls- Billings; Billings (MT); On-site; USD 36,000 - 52,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Job summary

Air Controls – Billings is seeking a Service Administrator to join our team and support service operations. You will be the first point of contact for customers, managing calls, billing, documentation, and admin processes to keep operations running smoothly.

This role suits someone who enjoys variety, thrives in a fast-paced environment, and takes pride in staying organized and accurate. You will collaborate with a knowledgeable team where your contributions are valued and growth opportunities

Qualifications

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Ability to work both independently and collaboratively.
• Strong problem solving skills.
• Ability to function well in a high paced and at times stressful environment.
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and attention to detail.

Responsibilities

• Answer and direct incoming company phone calls in a professional and courteous manner, creating a service ticket when warranted.
• Process invoices, service reports, and warranty documentation ensuring technician hours, materials, etc. are accurately accounted for and charged out.
• Upload and submit invoices through customer-specific billing portals, ensuring compliance with each client’s billing requirements and documentation standards.
• Assist with billing inquiries and payment processing.
• Greeting and assist customers and visitors who enter the business, providing a welcoming and professional first impression.
• Uses knowledge of a specific product, service, or other assigned area of expertise to answer inquiries or to forward to the appropriate staff.
• Prepare and mail invoices to customers, ensuring accurate documentation and timely scheduling of service calls.
• Provides certificates of insurance and W9’s upon request.
• Performs other clerical tasks as needed, which may include management of mail, management of office supplies, operation of office equipment, and typing.
• Performs other duties as assigned.

Skills

Excellent verbal and written comms

Customer service

Independent and collaborative

Problem solving

High-paced environment

MS Office proficiency

Tools

Microsoft Office Suite

Job description

At Air Controls – Billings, we offer a career where you can lead impactful projects and grow your technical and leadership skills. We value a workplace built on merit, openness, and inclusivity—where your contributions matter, collaboration is encouraged, and professional development is supported.

Why Join Air Controls?

• Mission-driven, inclusive, and collaborative team environment
• Strong focus on innovation, growth, and continuous improvement
• Clear development paths and leadership support
• Opportunity to make a measurable impact on complex, coordinated projects

Employer-paid health, dental, and vision insurance coverage

About the Role

We are seeking a Service Administrator to join our team and play a vital role in supporting our service operations. As the first point of contact for many of our customers, you'll help deliver an exceptional customer experience while ensuring service calls, billing, documentation, and administrative processes run smoothly.

This is an excellent opportunity for someone who enjoys variety in their day, thrives in a fast‑paced environment, and takes pride in keeping things organized and accurate. You'll work alongside a knowledgeable team in a collaborative workplace where your contributions are valued, your skills are recognized, and you'll have opportunities to grow professionally.

If you're a proactive problem-solver with strong communication skills, exceptional attention to detail, and a passion for providing outstanding customer service, we'd love to hear from you.

Key Responsibilities

• Answer and direct incoming company phone calls in a professional and courteous manner, creating a service ticket when warranted.
• Process invoices, service reports, and warranty documentation ensuring technician hours, materials, etc. are accurately accounted for and charged out.
• Upload and submit invoices through customer‑specific billing portals, ensuring compliance with each client’s billing requirements and documentation standards.
• Assist with billing inquiries and payment processing.
• Greeting and assist customers and visitors who enter the business, providing a welcoming and professional first impression.
• Uses knowledge of a specific product, service, or other assigned area of expertise to answer inquiries or to forward to the appropriate staff.
• Prepare and mail invoices to customers, ensuring accurate documentation and timely scheduling of service calls.
• Provides certificates of insurance and W9’s upon request.
• Performs other clerical tasks as needed, which may include management of mail, management of office supplies, operation of office equipment, and typing.
• Performs other duties as assigned.

Required Skills/Abilities

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Ability to work both independently and collaboratively.
• Strong problem‑solving skills.
• Ability to function well in a high‑paced and at times stressful environment.
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and attention to detail.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 50 pounds at times.