Job Description

CTRL HVAC

are seeking a detail-oriented Service Administrator to join our team. The Service Administrator supports daily operations for heating, ventilation, air conditioning and petroleum departments by coordinating service calls, scheduling technicians, managing customer communications, and handling administrative and billing functions.

Qualifications

High school diploma or equivalent 2+ years of administrative or service coordination experience Familiarity with dispatching technicians Knowledge of service work order systems Strong organizational and multitasking skills Excellent verbal and written communication Proficiency with Microsoft Office and service management software

Responsibilities

Service Coordination & Scheduling

Receive, prioritize, the service calls for heating, ventilation, air conditioning and petroleum Communicate with the department manager for scheduling the technicians based on urgency, certifications, and availability Track service progress and ensure timely job completion

Customer Service

Serve as primary point of contact for service customers Communicate service status, scheduling updates, and billing questions Maintain professional, responsive communication via phone and email Resolve customer issues and escalate when necessary

Administrative & Billing Support

Create, process, and close service work orders Prepare invoices, service tickets, and maintenance agreements Verify technician time, materials, and job completion details Assist with accounts receivable follow-up and documentation

Documentation & Compliance

Maintain accurate service records and customer files Track inspections, permits, and required service documentation Ensure proper recordkeeping for audits and reporting

Internal Coordination

Communicate with technicians, service managers, and vendors Track parts, supplies, and service materials Assist with service reports and operational metrics
We encourage all interested applicants to apply, however only those who are chosen for an interview will be contacted.

CTRL HVAC is an equal opportunity employer. Accommodations are available upon request for candidates taking part in all aspects of the selection process.

Job Type: Full-time

Pay: $17.20-$31.86 per hour

Expected hours: 40 per week

Work Location: In person