Service Administrator

HCI Systems; Ontario (CA); On-site; USD 33,000 - 34,000; Full time

Benefits offered by this job

401k with company match

Medical, dental, vision insurance

Paid time off

Paid holidays

Weekly pay

Job summary

HCI Systems, Inc. is seeking a service administration professional to manage scheduling, client coordination, and high-volume administrative tasks for a busy fire and life safety operation.

You will support 25+ field technicians, review service orders and billing, and collaborate with Sales, Operations, and Warehouse to ensure timely, accurate service delivery and excellent client communication. The role requires strong organization, multitasking, and proficiency with Word, Excel, and Outlook.

Qualifications

• Associates degree or equivalent work experience.
• 2+ years scheduling/dispatching experience.
• Able to participate productively with Sales, Operations, Warehouse and Field Technicians.
• Familiarity with service/construction environment preferred.
• Highly motivated with strong interpersonal and communication skills.
• Skilled in optimizing workflow, prioritizing tasks and meeting deadlines.
• High self-discipline and organization.
• Typing speed 45+ WPM.

Responsibilities

• Manage 3 phone lines to schedule client appointments and emergency work orders.
• Plan testing and repair appointments with clients and building personnel.
• Coordinate 200–300 testing contracts monthly and schedule 25+ field technicians.
• Review service orders and process billings for invoicing.
• Analyze and improve processes for efficiency.
• Collaborate with internal staff to resolve issues and improve service.
• Identify client needs and perform high-volume admin duties.
• Provide clear oral and written communication; respond to inquiries promptly.
• Understand contractual expectations and ensure quality service and follow-up.
• Proficiency with Word, Excel, Outlook required.

Skills

Scheduling & Dispatching

Customer service

Communication

MS Office

Typing 45+ WPM

Education

Associates degree or equivalent experience

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Scheduling software

Job description

Overview

HCI Systems, Inc. is a fast-growing full-service fire and life safety company providing an array of solutions for a multitude of facilities that include fire alarm, fire suppression, fire sprinkler, electronic security, access control, video management, audio/visual, surveillance, nurse call, and more. We are looking for a dynamic, self-starting individual to join our Service administration team.

Responsibilities

• Ability to manage 3 phone lines to facilitate client expectations with prescheduled appointments and/or and generate emergency service call work orders
• Strategically plan testing appointments and repair appointments with clients and building personnel
• Manage approximately 200-300 testing contracts monthly while organizing a logistics schedule for over twenty-five field technicians
• Review completed service orders and process billings for invoicing
• Proactively analyze and evaluate processes for improved efficiency
• Collaborate with internal staff to improve work and problem-solving efforts
• Aid in identifying client needs and perform a high volume of administrative duties
• Must provide strong and clear oral and written communication, and be able to respond to routine inquiries in a timely manner
• Knowledge of principles and processes for providing prompt client support, which includes interpretation and execution of clients’ contractual and non-contractual expectations and deadlines, meeting quality standards for services, and ability to evaluate client satisfaction and strong follow-up skills
• Recent working knowledge of Microsoft software including Word, Excel, and Outlook are required

Qualifications

• Associates degree or equivalent work experience
• 2+ years of scheduling and/or dispatching experience
• Ability to participate productively in a diverse team environment, including personnel in the following departments: Sales, Operations, Warehouse, and Field Technicians
• Familiarity with service and/or construction environment is desired
• Highly motivated and success driven with strong interpersonal and communication skills
• Skilled in optimizing workflow efficiency, prioritizing tasks, and meeting deadlines without compromising quality
• High degree of self-discipline and organization
• Typing speed 45+ WPM
• HCI Systems, Inc. provides excellent pay and benefits to include medical, dental, vision, paid time off, paid sick leave, paid holidays, access to low-cost life insurance, and a 401k retirement plan with company match.

HCI Systems Inc. is a licensed C-7, C-10 and C-16 low voltage systems integration contractor offering a full spectrum of services including sales, engineering, installation, service, and maintenance with over 600 employees in our seven branches. We offer fire life safety, fire suppression, fire sprinkler, access control, video management, intrusion detection, structured cable, nurse call and other related electronic detection solutions to our customers.

Why Join Us?

• Unlimited Growth Our expanding product lines and markets drive consistent double-digit growth, creating ongoing opportunities for advancement.
• Comprehensive Benefits Enjoy 401(k) with matching, reduced-cost medical, dental, and vision insurance, plus flexible spending accounts. Additional voluntary benefits include life insurance, disability, and accident coverage.
• Paid Time Off Recharge with paid holidays and our PTO plan
• Weekly Pay Get paid every Friday.
• Employee Perks From appreciation events and department outings to wellness programs and pet insurance, we invest in our team’s well-being.

Equal Employment Opportunity

HCI is an equal opportunity employer. We will not unlawfully discriminate against qualified applicants or employees with respect to any terms and conditions of employment and give equal opportunity considerations to applicants and employees regardless of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth, related medical conditions and lactation), gender identity or gender expression, sexual orientation, marital status, military service and veteran status, disability, protected medical condition as defined by applicable state or local law, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances (Protected Classifications). HCI will reasonably accommodate employees and applicants with disabilities as required by law, if the person is otherwise qualified to perform all the essential functions of the position safely and competently.

Pay Range

USD $24.00 - USD $25.00 /Hr.