Service Admin Manager

About This Role

This role involves overseeing the day-to-day administrative operations of the service department, ensuring efficient scheduling, accurate billing, and excellent customer service. This manager will drive efficiency and growth in a fast-paced, customer-focused environment for a company delivering HVAC solutions.

Responsibilities

• Manage and train administrative staff (dispatchers, billing clerks, customer service reps)
• Assign tasks, monitor performance, and ensure accountability
• Lead regular team meetings to align goals and workflow improvements
• Oversee scheduling, dispatching, and job tracking processes
• Ensure timely and accurate work order processing, job closeouts, and invoicing
• Streamline office procedures and service department workflows
• Ensure accurate billing and invoicing for all service work
• Oversee collections and accounts receivable tracking
• Assist with service admin./billing complaints and escalated customer issues
• Manage service management software and train administration staff on proper use of operating systems and tools

Requirements

• 5+ years of administrative management experience
• Strong leadership, problem-solving, and multitasking skills
• Excellent communication and customer service abilities
• Experience with service management software
• Proficient in Microsoft Office Suite

Qualifications

• 5+ years of administrative management experience, preferably in HVAC, construction, or service industry

Nice to Have

• Experience in HVAC, construction, or service industry

Skills

* Required skills