Service Operations Specialist

Permacold-Engineering,-Inc; Portland (OR); On-site; USD 60,000 - 86,000; Full time

Job summary

Permacold-Engineering, Inc is seeking a skilled Service Operations Administrator to coordinate centralized dispatch, timekeeping, and work-order administration across multiple locations. You will balance priorities, monitor aging orders, and collaborate with field leadership to resolve conflicts.

Responsibilities include ensuring accurate labor logging, close coordination with Service, Parts, and Accounting, and driving timely invoicing and revenue recognition.

Qualifications

• Strong organizational and problem-solving skills.
• Ability to manage multiple priorities in a fast-paced service environment.
• Strong attention to detail and financial awareness.
• Strong written and verbal communication skills; proficiency with service-management, ERP, dispatch, timekeeping and MS Office.

Responsibilities

• Coordinate technician scheduling and dispatch across locations and service areas.
• Balance customer priorities, technician availability, geography and workload for service resources.
• Maintain visibility of active work, schedule changes, and emerging service priorities.
• Work with field leadership to resolve scheduling and resource conflicts; serve as escalation point.
• Own the administrative progression of work orders from field completion to invoicing; ensure timely reviews.

Skills

Organizational skills

Problem-solving

Multitasking

Attention to detail

Financial awareness

Communication skills

Service-management tools

ERP systems

Dispatch systems

Timekeeping

Microsoft Office

Tools

Service-management software

ERP systems

Microsoft Office

Job description

Description

Centralized Dispatch & Workflow

• Coordinate technician scheduling and dispatch across supported locations and service areas.
• Balance customer priorities, technician availability, skill requirements, geography, and workload when coordinating Service resources.
• Maintain visibility of active work, schedule changes, coverage gaps, and emerging Service priorities.
• Work closely with field leadership to resolve scheduling and resource conflicts.
• Serve as the primary point of escalation for routine dispatch and administrative workflow issues.

Time & Work-Order Administration

• Review technician timecards for accuracy, completeness, and proper labor allocation.
• Reconcile technician time with schedules and Service work orders.
• Monitor open and aging work orders and drive follow-up where action is required.
• Review completed work orders for labor, parts, materials, expenses, technician notes, customer authorization, and required documentation.
• Identify missing or inaccurate information and coordinate corrections with technicians and field leadership.
• Help ensure all billable labor and applicable Service charges are properly captured.

Work-Order Completion & Invoicing

• Own the administrative progression of work orders from field completion through invoice readiness.
• Ensure completed work orders move through review and invoicing in a timely manner.
• Maintain visibility of completed-not-invoiced work and identify barriers preventing billing.
• Coordinate with Service, Parts, and Accounting to resolve outstanding work-order issues.
• Monitor completed-to-invoiced cycle time and work-order aging.
• Help reduce revenue leakage caused by missed labor, materials, charges, or incomplete documentation.

Operational Support & Improvement

• Maintain consistent centralized dispatch and administrative processes across supported locations.
• Monitor technician utilization, labor capture, work-order aging, and administrative backlog.
• Identify workflow issues, trends, and opportunities for improvement.
• Maintain reports and operational visibility for the Director of Service.
• Recommend improvements to scheduling, work-order management, and Service administrative processes.Assist with training and implementation of standardized Service procedures.

Requirements

• Experience in Service operations, dispatch, field service administration, maintenance, HVAC/R, industrial refrigeration, or a related environment preferred.
• Strong organizational and problem-solving skills.
• Ability to manage multiple priorities in a fast-paced Service environment.
• Experience with scheduling, timekeeping, work-order management, or Service administration.
• Strong attention to detail and financial awareness.
• Ability to analyze information, identify discrepancies, and independently resolve routine operational issues.
• Strong written and verbal communication skills.
• Proficiency with Service-management, ERP, dispatch, timekeeping, and Microsoft Office systems preferred.