Service Administrator Support Specialist

JOHN R. SEIBERLICH INC.; New Castle (PA); On-site; USD 35,817 - 44,083; Full time

Benefits offered by this job

Excellent benefits package

Job summary

A local services company in Pennsylvania is seeking a Service Administrator Support Specialist to manage project documentation, invoicing, and support internal teams. The ideal candidate has an associate's degree, strong communication skills, and proficiency with Microsoft Office. This full-time role offers a salary range of $26 to $32 per hour and includes a competitive benefits package. Candidates should demonstrate a commitment to teamwork and customer service.

Qualifications

• Must have a minimum of six months to two years of related experience.
• Familiar with Building Automation and HVAC Systems preferred.

Responsibilities

• Responsible for project documentation and materials.
• Assists with entering equipment information into the system.
• Generates invoices and assists with client communication.

Skills

Effective communication

Teamwork

Customer service

Organizational skills

Education

Associate’s degree in business or related field

Tools

365 MS Office Suite

Job description

Service Administrator Support Specialist

The Service Administrator Support Specialist is responsible for project documentation, materials, status monitoring, and administrative duties of each project. This position is required to closely interact with the Senior Service Administrator, Service Coordinators, Service Team Leaders, and assigned project staff to ensure the timely completion of each project.

Salary Range is $26 to $32 per hour in addition to an excellent benefits package.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

include the following. Other functions may be assigned.

• Responsible for outside vendor invoice receiving transactions.
• Communicates effectively with other team members concerning job management process.
• Assists with entering equipment information in system application based on transition documents.
• Assists with client invoice generation and submission as directed by Senior Service Administrator
• Email Service invoices to client accounts payable contacts.
• Obtain client purchase orders for Service time and material work completed.
• Close work orders with no transaction, no invoice, purchase orders received, and maintenance cost categories as directed by Senior Service Administrator.
• Maintenance contract review for commitment completion and placing same on hold for reconciliation by the Accounting Group.
• Basic warranty entries as directed by Senior Service Administrator.
• Responsible for general administrative functions to support the Service fulfillment process.
• Responsible for generating, interpreting, and printing various assigned reports.
• Perform other tasks as required.

MEASUREMENT

• Timely and accurate entering of outside vendor invoices at or above 98%.
• Timely and accurate distribution of contract documentation at or above 98%.
• Follow up on all inquiries within one business day.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

• Associate’s degree in business or related field preferred. One-year certificate from college or technical school; or six (6) months to two (2) years of related experience and/ or training; or equivalent combination of education and experience.
• Familiarity with the operation of Building Automation and HVAC Systems preferred.

COMPUTER SKILLS

• Expertise with 365 MS Office Suite
• Working knowledge of office equipment

CERTIFICATES, LICENSES, REGISTRATIONS

This job requires none.

TEAMWORK

• Demonstrate and promote a spirit of cooperation and teamwork throughout the organization.
• Continually look for ways to improve our processes and ability to serve our internal customers and clients effectively.
• Improve personal performance on a continual basis.

CUSTOMER SERVICE

• Provide responsive, professional, and diplomatic customer service.
• Answer customer calls and correspondence quickly and pleasantly.
• Communicate with internal customers and clients in a friendly, professional, and patient manner.
• Perform all duties with the goal of building and maintaining long-term relationships.
• Immediately address any internal customers and clients’ concerns and request the involvement of other personnel as required. Notify Team Leader of any major concerns and the action taken to resolve.

SAFETY

• Use and promote safe work practices in the office and in the field.
• Follow all company safety programs and report any non-compliance to your Team Leader.
• Notify Team Leader or safety personnel of any unsafe conditions.

LANGUAGE SKILLS

• Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from company leadership, internal and external customers and the general public.

MATHEMATICAL SKILLS

• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations

WORK ENVIRONMENT

• Typical office environment.

PHYSICAL DEMANDS

• Working 40 hours/week, scheduled in 8-hour shifts.
• Specific vision abilities required by this job include close vision, and ability to adjust focus.
• While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone.
• The employee frequently is required to sit.
• The employee is occasionally required to stand, walk, and reach with hands and arms.
• The employee is occasionally required to bend, carry, and kneel.
• The employee may occasionally lift and/or move up to 25 pounds.

OTHER REQUIREMENTS

• Demonstrated knowledge of financial management and general purchase order operations.
• Basic knowledge of Service operations.
• Extensive knowledge of general administrative practices to include preparation and execution of budgets, personnel, and financial management.
• Ability to perform analysis of operations, prepare reports and presentations.
• Ability to analyze policies and procedures and identify opportunities for improvement in operations and management.
• Ability to establish long- and short-range goals and monitor progress to their completion.
• Ability to read and interpret policy manuals.
• Ability to plan and implement verbal instructions.
• Ability to effectively express ideas orally and in writing.
• Ability to maintain effective working relationships with Service personnel, other departments, and field associates.
• Professional appearance
• Mobility within the office
• Willing to travel locally as required
• Able to prove U.S. Employment eligibility
• Ability to pass drug screening
• Valid driver’s license

Equal Opportunity Employer, including disabled and veterans.