What are the responsibilities and job description for the Service Administrator position at Integra Mission Critical LLC?
We are seeking a highly organized and detail-oriented Service Administrator to support the Service Department by managing schedules, coordinating training, verifying timesheets and expenses, and ensuring proper document control. The Service Administrator will play a key role in maintaining smooth operations within the service team by handling a variety of administrative tasks, ensuring that service activities are well-coordinated, and supporting the overall department’s needs.
- Administer and maintain the department’s schedules, including service team assignments, project timelines, and personnel availability. Coordinate and ensure the timely completion of service activities and projects.
- Oversee and manage the scheduling of safety and technical training sessions for the service team. Track certifications, training schedules, and ensure compliance with industry standards and company policies.
- Review and verify timesheets and expenses for the service team, ensuring accuracy and compliance with company policies. Work with the finance team to resolve any discrepancies and submit accurate records for payroll processing.
- Manage and maintain service-related documentation, including work orders, service reports, technical documentation, and training records. Ensure documents are stored and organized for easy access and compliance purposes.
- Prepare and distribute regular reports for the service team, including timesheet summaries, training records, project progress, and any other reports as required by management. Communicate scheduling changes, project updates, and other relevant information to the service team.
- Provide general administrative support to the service team, including managing calendars, organizing meetings, and assisting with project documentation. Handle phone calls, emails, and other correspondence related to service activities.
- Assist in tracking inventory for the service department, ensuring that parts, equipment, and tools are ordered and available for service team use. Work with procurement to ensure timely restocking of supplies.
- Assist with various administrative tasks as needed, including assisting with invoicing, preparing contracts, or coordinating vendor communication. Ensure the smooth daily operation of the service department.
Professional Qualifications
- 2 years of experience in administrative roles, preferably in a service, construction, or technical environment. Experience with scheduling, timesheet management, and document control is a plus.
- Excellent organizational and time-management skills. Ability to manage multiple tasks and priorities while maintaining attention to detail and accuracy.
- Strong written and verbal communication skills. Ability to interact with team members, management, vendors, and clients in a professional and clear manner.
- Proficient in Microsoft Office Suite (Excel, Word, Outlook) and other project management or scheduling software. Experience with document management and time tracking software is a plus.
- Ability to identify issues and resolve them efficiently. Strong attention to detail when verifying timesheets, expenses, and documentation.
- Ability to work well with others, providing administrative support to the service team and collaborating with other departments to ensure smooth operations.
- Ability to handle sensitive information with discretion and maintain confidentiality.
This is a full-time position with hours dictated by business needs. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
