Service Onboarding Administrator

SERVICE ONBOARDING ADMINISTRATOR

Job Description

Job Summary:

The Service Onboarding Administrator plays a vital role in ensuring a smooth and accurate transition of new service jobs into the operational workflow. This position is responsible for reviewing approved service quotes, initiating new customer setups, and coordinating job setup activities in systems such as ServiceTrade and Sage. The Service Onboarding Administrator ensures all necessary documentation, approvals, and customer vetting processes are completed and accurately recorded.

This role requires a high level of attention to detail, strong organizational and communication skills, and the ability to work efficiently in a fast-paced service environment. The ideal candidate will have a background in customer service, administrative processes, and experience handling service contracts or MSAs. In addition to managing onboarding procedures, this role also provides frontline communication support for the Service Department and ensures seamless customer experience during the initial engagement.

Job Responsibilities Include But Are Not Limited To

• Consistently search ServiceTrade for Approved Quotes available for Setup.
• Compile information for new customer set up and submission to accounting.
• Update the ServiceTrade job with the assigned Service Sales Representative.
• Enter Commission Split in Sage as indicated by the sales quote.
• Screen jobs to ensure the contract is in processing or executed before job setup.
• Prevent the setting up of remodel or new construction projects in ServiceTrade.
• Include all pertinent information and documentation for the job during setup.
• Ensure that the scope of the job is detailed and concise.
• Conduct New Customer Vetting - D&B.
• Gathers documentation for the contract administrator to include customer setup provided by the Service Sales Representative, contract or MSA, D&B.
• Verify customers are vetted and approved.
• Confirm the contract status.
• Modify job costs that transferred from the Service Quote to the newly created job.
  
  

Communication Responsibilities

• Assists with answering phone calls for the Service Department. (Secondary to the Receptionist.)
• Responsible for the initial contact with the customer via phone call.
• Provides the Service Link to the customer upon initial setup.
  
  

Knowledge

• High school diploma is required
• Bachelor’s Degree is preferred
  
  

Work Experience

• Customer Service Experience
• General Administrative Experience
• Service Contract or Master Service Agreement Experience
  
  

Skills And Competencies

• Excellent written and verbal communication skills
• Ability to follow verbal and written instructions
• Detail oriented with excellent organization skills
• Ability to effectively utilize computers and software including Microsoft Office Suite
• ServiceTrade, Sage Intaact and other software required by the Company
• Ability to maintain accurate and auditable records
• Ability to work in a fast-paced service team environment
• Attention to detail with emphasis on accuracy and quality
• Ability to prioritize work to balance multiple projects and deadlines