Administrative Service Manager

Administrative Service Manager

Build Efficiency. Deliver Exceptional Service. Salary Range- $70,000-$90,000

We're seeking an organized, proactive, and customer-focused Administrative Service Manager to oversee the administrative operations of our Service Department. In this leadership role, you'll coordinate dispatch, billing, inventory, and payroll functionsensuring efficient workflows, high-quality customer service, and a productive, positive team environment.

As the Administrative Service Manager, you'll take the lead on key operational functions that keep our service department running smoothly:

• Lead Administrative Operations: Oversee dispatching, billing, productivity tracking, and payroll to ensure accuracy, efficiency, and top-tier customer service.
• Hire & Develop Talent: Recruit, train, and coach administrative staff. Provide performance feedback and maintain proper documentation according to company policy.
• Coordinate Technician Scheduling: Ensure timely and appropriate dispatching of service technicians for installations, tune-ups, emergency calls, gas checks, and routine service.
• Drive Cross-Training & Team Coordination: Delegate tasks, approve schedules, and ensure your team is fully trained across all administrative procedures.
• Plan & Prioritize Workflows: Collaborate with the Field Service Manager to address customer needs, productivity goals, and quality standards.
• Oversee Billing & Reporting: Ensure accurate, timely service billing and generate monthly reports on productivity, callbacks, variances, and LP performance.
• Manage Inventory & Purchasing: Supervise purchasing and inventory levels for equipment and parts while ensuring compliance with pricing and central purchasing guidelines.
• Support Financial Accuracy: Maintain reliable systems for billing, payroll, and inventory controls. Assist with budget preparation and installation pricing analyses.
• Promote Safety: Foster a safe working environment and conduct accident or injury follow-ups when needed.
• Support Installation Coordination: Work with sales and service teams to schedule installations, calculate pricing, and complete necessary commission analyses.

Education:

• High school diploma required
• Bachelor's degree preferred or equivalent experience

Experience:

• 24 years of supervisory experience (preferred)
• Accounting background helpful
• Petroleum industry knowledge is a plus

Skills & Attributes:

• Strong leadership and team-building abilities
• Excellent communication and interpersonal skills
• Analytical and problem-solving strengths
• Outstanding customer service mindset
• Strong computer skills and comfort with office technology
• Flexibility and the ability to make quick, sound decisions
• Organization, planning, and scheduling expertise
• Commitment to accurate financial and inventory controls
• Effective delegation and follow-up skills

Who You Will Work With:

Expect frequent interaction with the Service Manager, technicians, sales teams, district staff, customers, and equipment vendors as you orchestrate day-to-day operations.

Key Decisions You Will Influence:

• Scheduling and conflict resolution
• Balancing emergency calls with customer needs and budget considerations
• Coordinating efforts between departments
• Addressing customer concerns related to billing, scheduling, and service quality

If you're a proactive leader who thrives in a dynamic environment and enjoys improving systems, supporting teams, and ensuring exceptional customer service, we'd love to hear from you. Apply today!

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.