Overview
Service Coordinator / Office Administrator Jobs in Manhattan, KS at Alternative Air
Alternative Air is a locally owned and operated HVAC and plumbing company serving Manhattan and the surrounding Flint Hills area. We are looking for a highly organized, computer-proficient and dependable Service Coordinator / Office Administrator to join our team.
This is NOT a receptionist position.
This is a fast-paced, multitasking position that plays an important role in keeping our technicians, customers and office operations running smoothly.
The person in this position will be answering phones, scheduling and dispatching technicians, setting up new customers, communicating with technicians and customers, monitoring technician locations through GPS, assisting with billing and accounts receivable, tracking parts and orders, and handling a variety of day-to-day administrative responsibilities.
You must be comfortable working on a computer all day and managing multiple programs, browser tabs and tasks at the same time.
Our primary service-management software, Housecall Pro, is web-based, so you must be comfortable navigating web-based software and switching between multiple screens and browser tabs while actively handling phone calls and other responsibilities.
What You’ll Do
>Answer and manage incoming customer phone calls
>Schedule and dispatch HVAC and plumbing technicians
>Set up new customers and service calls
>Monitor technician locations and job status using GPS
>Communicate with technicians throughout the day
>Communicate appointment times, updates and changes to customers
>Monitor the daily schedule and make adjustments as needed
>Manage multiple incoming requests while keeping priorities organized
>Enter and maintain accurate customer and job information
>Use Housecall Pro for scheduling, customer management, dispatching and job tracking
>Assist with invoicing and accounts receivable
>Follow up on outstanding customer balances
>Assist with ordering parts and materials
>Communicate with vendors and track parts/orders
>Assist technicians and management with information they need to complete jobs
>Maintain accurate records and documentation
>Handle customer concerns professionally and efficiently
>Assist with general office administration and day-to-day operations
>Help maintain a clean, organized and professional office environment
What We’re Looking For
Computer skills are extremely important for this position.
The ideal candidate:
Is highly proficient with computers and learns new software quickly
Is comfortable working with multiple browser tabs, programs and screens simultaneously
Can switch between a phone call, customer account, scheduling software, GPS tracking and other information without losing track of what they are doing
Has excellent organizational and multitasking skills
Can prioritize competing tasks in a fast-paced environment
Has strong attention to detail
Communicates clearly and professionally with customers and employees
Is comfortable talking on the phone throughout the day
Can work independently and take ownership of responsibilities
Is dependable and punctual
Can remain calm and professional when the schedule gets busy or things don’t go according to plan
Is willing to learn the HVAC and plumbing industry
Experience That Is a Plus
Experience in any of the following is helpful:
HVAC or plumbing office
Construction
Service or home-services company
Dispatching
Scheduling
Customer service
QuickBooks
Housecall Pro
ServiceTitan
Jobber
Other CRM or service-management software
Accounts receivable or invoicing
Purchasing or parts coordination
HVAC or plumbing experience is preferred, but not required. We can teach the right person our industry and software. We cannot teach someone to be organized, computer-proficient and able to effectively multitask.
The Right Person for This Job
You might be a great fit if you are the person who:
Keeps 15 browser tabs open and knows exactly why each one is there.
Can take a phone call while updating a customer’s information.
Can quickly find a technician’s location while talking to a customer.
Notices when something on the schedule doesn’t make sense and fixes it before it becomes a problem.
Doesn’t need someone constantly checking behind them.
Enjoys being busy and likes having a lot of different responsibilities.
Takes pride in keeping things organized and making sure nothing falls through the cracks.
What We Offer
$20–$27/hour based on experience
Full-time, year-round employment
Health insurance
401(k) with company match
Paid time off
Paid holidays
Locally owned and operated company
Opportunity for additional responsibility and advancement
Friendly, team-oriented work environment
Pay: $20.00 – $27.00 per hour
Expected hours: 40.0 per week
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Paid time off
Work Location: In person
Title: Service Coordinator / Office Administrator
Company: Alternative Air
Location: Manhattan, KS
Category:
