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Service Administrator
Service AdministratorInsight Partners • Alpharetta, GA, US
Service Administrator

Service Administrator

Insight Partners • Alpharetta, GA, US
6 days ago
Job type
  • Full-time
  • Quick Apply
Job description

Job Title :

  • Service Administrator Job Location : Alpharetta, GA FLSA Status : Non - Exempt This is a FULL-TIME position   OVERVIEW : Insight Partners is a leading commercial HVAC manufacturer’s representative serving Georgia.
  • With deep industry knowledge and decades of experience, we provide a comprehensive suite of HVAC solutions, including equipment sales, parts, service, and advanced control systems.
  • As part of the AIR Control Concepts family, we combine local expertise with a national network to support engineers, contractors, and building owners throughout the lifecycle of a project — from design and installation to long-term maintenance.

SUMMARY :

  • The Service Administrator completes all organizational tasks for the Service Department.
  • Performs all branch level accounting and warranty including customer billing while providing backup support for the Field Operations Resource Coordinator.
  • This position creates a positive customer interaction both internally and externally while ensuring timely completion of all assigned tasks to customer satisfaction.

    • ESSENTIAL DUTIES AND RESPONSIBILITIES :

  • The requirements listed below are representative of the knowledge, skill, and / or ability, and physical demands required.
  • Keep Service Module(s) current to ensure timely invoicing and reporting.
  • Accurately prepares service work orders to invoice customers.
  • Follows up on open work orders and billing discrepancies as per policy of company.
  • Assists with the Service Module and provides excellent customer service.
  • Fosters and maintains excellent relationships with customers and vendors.
  • Assists Field Operations Resource Coordinator with scheduling HVAC Service Technicians for service appointments according to scheduling policies.
  • Assists Technicians as needed with diagnosis, authorization or repairs.
  • Prepares service work orders for processing, tracks progress of service work orders within the timelines set.
  • Obtains any needed customer authorization prior to the HVAC Service Technician reporting to work site.
  • Obtains the customer checklist from Insight Team / Customer representative prior to the HVAC Service Technician reporting to work site.
  • Supports the Parts and Warranty Departments with any needed warranty or customer authorization prior to working on units including taking of pictures, faxing in for authorization or any / all procedures as prescribed in the manufacturer's warranty policy & procedure manuals.
  • Works with Parts and Warranty Departments contacting customers as needed to schedule appointments for special order parts.
  • Maintains a "Customer First" attitude always.
  • Performs all other duties as assigned.

    • COMPETENCIES :

  • Customer Focus- Ability to put the customer FIRST.
  • Dedicated to meeting the expectations and requirements of internal and external customers.
  • Gets first-hand customer information and uses it for improvements in products and services.
  • Acts with customers in mind.
  • Establishes and maintains effective relationships with customers and gains their trust and respect.
  • Active Listening - Gives full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Communication- Able to inform orally and in writing, with clarity and good effect.
  • Understands clearly and quickly when instructions or orders are received.
  • Judges what information is important and what is not, and what should be communicated, how, to whom and when.
  • Time Management - Uses time effectively and efficiently.
  • Values time.
  • Concentrates efforts on the more important priorities.
  • Gets more done in less time than others.
  • Can attend to a broader range of activities.
  • Problem Solving- Refers to the ability to solve difficult problems with effective solutions.
  • Organization- Follows policies and procedures.
  • Completes administrative tasks correctly and on time.
  • Supports organization's goals and values.

    • QUALIFICATIONS :

  • Education and / or Experience- High School Diploma (or GED or High School Equivalence Certificate required. 1-2 years of retail / wholesale experience preferred.
  • Language Skills- Ability to read, analyze, and interpret documents in English.
  • Ability to respond to common inquiries or complaints from customers (internal and external).
  • Ability to effectively present information to management.
  • Ability to interact clearly and effectively, in both written and oral communication with supervisor, customers, co-workers, vendors, etc.

    • Mathematical Skills- Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

  • Computer Skills- To perform this job successfully, an individual should be proficient in personal computer skills including electronic mail, record keeping, routine database activity, word processing, spreadsheet, etc.
  • This role also requires a proficient level of knowledge of Microsoft Office and Adobe.
  • FACTs and / or Field Edge experience is a plus.
  • Other Qualifications- Working knowledge of activities, methods, procedures and policies of a Service Department.
  • General knowledge of HVAC and HVAC product installation activities a plus.

    • PHYSICAL DEMANDS :

  • While performing the duties of this job, the individual must be able to remain in a stationary position for 90 percent of the time while operating their computer and performing office work.
  • The individual needs to occasionally move about inside the office.
  • They constantly operate a computer and other office productivity machinery, such as a calculator, copy machine, fax machine, and computer printer.
  • They must be able to exchange accurate information with customers and others in the office while interacting.
  • The employee must regularly lift and / or move up to 15 pounds, occasionally lift and / or move up to 25 pounds.
  • The individual must be capable of reviewing their work for errors and make adjustments as necessary.

    • WORK ENVIRONMENT :

  • The noise level in the work environment is usually low to moderate.
  • The individual frequently works in a controlled climate.
  • To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    • 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.   Benefits :

  • We offer a competitive and comprehensive benefits package, including : Health & Wellness – Medical, dental, vision, and life insurance coverage to support your well-being.
  • Financial Security – 401(k) retirement plan with company match and short / long-term disability coverage.
  • Work-Life Balance – Paid time off (PTO), paid holidays, and an employee assistance program (EAP).
  • Professional Development – Ongoing training opportunities and support for continuing education AIR Control Concepts is an Equal Opportunity Employer .
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    Service Administrator • Alpharetta, GA, US

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