Service Administrator

Overview

Service Administrator                  

Reports to: Area Service Manager

FLSA Status: Non-Exempt                                                                                                 

The Company

Texas AirSystems is the largest independent HVAC Equipment and Solutions provider in Texas. Our company has grown to five offices and over 400 employees throughout Texas, with headquarters in Irving, next to the DFW airport. We are proud members of ASA, ASHRAE, BOMA, CEF, TEXO & USGBC. We represent over 60 manufacturers, offering innovative systems with a flexibility of equipment and solutions to best match each application. We work with industry professionals and end users from the conceptual stage of projects to provide energy efficient, value‐added solutions to their complex problems

Our overall mission is simple: we want to create value and make a difference every day in our journey to be the best HVAC sales and service organization in North America. We believe we can succeed in that mission by being the BEST provider for our clients, the BEST partner for manufacturers, the BEST company for our employees, and the BEST investment for our current and future shareholders.

The Opportunity

We are seeking a dynamic, service-driven individual who thrives in working in a fast-paced, relationship-rich environment. In this role, the Service Administrator will provide administrative support and coordination of the service team.  An ideal candidate will be customer service oriented, demonstrate excellent organizational skills and work well with others. Position requires a high level of correspondence with technicians, supervisors, and customers.

Responsibilities

Responsibilities

• Responsible for generating and printing various assigned reports.
• Daily processing of work orders including data input and reconciliation of parts and labor for each work order prior to completion.
• Backup for Service Coordinator/Dispatch
• Daily processing of invoices for both internal and external customers including reconciliation of parts and labor for each invoice.
• Daily processing of warranty paperwork including tracking of paperwork after startup to ensure timely submittal of documents to validate warranty.
• Processing of warranty recovery, contact with OEM’s to verify status of warranty claims as needed.
• Weekly processing of Tech timesheets including validating time with work orders
• Monthly processing of service contract status – validating contract status and costs versus percent completion.
• Monthly tracking of Accounts Receivable status.
• Input and setup of new service contracts.
• Tracking of Tech vehicle costs (maintenance, repair, fuel, etc)
• Tracking of miscellaneous Tech costs (tools, uniforms, safety equipment, etc)
• Ability to function in a team environment.
• Demonstrate ability to maintain a pleasant and cooperative temperament with internal and external customers.
• Other duties as assigned.

Qualifications

The Required Profile

• High School Diploma and three to five years of office administrative experience.
• Heating Ventilation Air Conditioning, Construction or Parts industry experience is a plus.
• Moderate PC skills in Microsoft Office 2007 including Word, Excel, PowerPoint, and Outlook.

Other Skills & Abilities

Language SkillsAbility to read and comprehend simple instructions, short correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical SkillsAbility to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs.Reasoning AbilityAbility 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. Mental stamina for problem solving and prioritizing multiple tasks.

Environmental Requirements

Will be required to work in a field environment, multiple customer sites on a daily basis.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard reach with hands and arms. The employee frequently is required to stand, walk, and sit. The employee is continually required to climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds, frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

Texas AirSystems is an Equal Opportunity Employer