Administrative Assistant - Corrigo / Service Operations

Administrative Assistant – Corrigo / Service Operations

Position: Administrative Assistant – Corrigo / Service Operations
Department: Service Operations
Reports To: Service Manager / Operations Manager
Employment Type: Full-Time

Position Summary

We are seeking a highly organized, detail-oriented Administrative Assistant to support our service operations team with primary responsibility for managing customer work orders and administrative functions through the Corrigo platform.

This position serves as an important link between our customers, technicians, service managers, dispatchers, and accounting department. The successful candidate will be responsible for monitoring incoming service requests, maintaining accurate work-order information, tracking service requirements and deadlines, uploading required documentation, assisting with invoicing, and ensuring work orders are properly completed and closed within Corrigo.

The ideal candidate is comfortable working in a fast-paced service environment where multiple work orders, deadlines, customer requirements, and technician communications must be managed simultaneously.

Primary ResponsibilitiesCorrigo Work Order Management

• Monitor Corrigo throughout the business day for new service requests and work orders.
• Review incoming work orders for scope of work, location, priority, customer requirements, not-to-exceed (NTE) amounts, and required response times.
• Accept and acknowledge work orders within required customer timeframes.
• Enter, update, and maintain accurate work-order information in Corrigo.
• Monitor open work orders and ensure required status updates are entered promptly.
• Track work orders from initial receipt through scheduling, service completion, invoicing, and final closeout.
• Ensure technicians and service personnel provide the documentation necessary to properly complete Corrigo requirements.
• Upload technician notes, photographs, proposals, estimates, invoices, completion documents, and other required documentation.
• Request NTE increases and customer approvals when required.
• Monitor work orders that are approaching SLA or customer-required deadlines and immediately escalate potential issues to management.
• Review completed work orders for accuracy and completeness before submission or closeout.
• Follow up on rejected, disputed, incomplete, or returned work orders.
• Maintain accurate records of customer approvals, correspondence, and supporting documentation.

Dispatch & Service Coordination

• Coordinate with dispatchers, service managers, and technicians regarding incoming Corrigo work orders.
• Assist with scheduling technicians based on work-order priority and customer requirements.
• Communicate work-order numbers, scope, location information, site contacts, and special instructions to field personnel.
• Follow up with technicians regarding job status and required documentation.
• Assist in tracking emergency and priority service calls.
• Communicate delays, access problems, additional-work requirements, and other issues to the appropriate manager.
• Help ensure technicians properly check in and check out of customer locations when required.
• Coordinate return visits and follow-up work when service cannot be completed during the initial visit.

Work Order Closeout & Documentation

• Review technician service reports for completeness.
• Confirm labor hours, materials, equipment, subcontractor charges, and other job information have been properly documented.
• Obtain missing technician notes, photographs, signatures, and supporting documentation.
• Ensure required before-and-after photographs are uploaded when applicable.
• Verify that the description of work performed accurately reflects the services provided.
• Maintain organized electronic records for customer work orders.
• Assist management in identifying work orders that remain open unnecessarily and drive them toward completion.

Billing & Accounts Receivable Support

• Prepare completed work orders for invoicing.
• Confirm that invoices comply with customer and Corrigo billing requirements.
• Upload invoices and supporting documentation into Corrigo.
• Monitor invoice status and identify invoices that have been rejected or require additional documentation.
• Work with the accounting department to resolve billing discrepancies.
• Assist with tracking completed but unbilled work orders.
• Follow up internally on missing information that is preventing billing.
• Maintain accurate records of NTE amounts, approved proposals, change authorizations, and final billing amounts.

Customer Portal Administration

In addition to Corrigo, the Administrative Assistant may be responsible for working within other customer work-order and facility-management portals.

Responsibilities may include:

• Monitoring customer portals for new assignments.
• Updating work-order status.
• Uploading proposals and invoices.
• Maintaining vendor compliance information.
• Tracking customer-specific requirements.
• Assisting with portal registrations and user administration.
• Learning additional customer systems as required.

Administrative Responsibilities

• Answer and route service-related telephone calls and emails.
• Maintain electronic files and customer records.
• Prepare reports regarding open work orders, aging work orders, completed work, unbilled work, and outstanding customer approvals.
• Assist service managers with scheduling and administrative tasks.
• Coordinate communication between field technicians, management, customers, vendors, and accounting.
• Perform data entry accurately and promptly.
• Assist with purchase orders, subcontractor documentation, proposals, and customer correspondence.
• Perform other administrative and operational duties as assigned.

Required Qualifications

• Strong computer and data-entry skills.
• Excellent organizational and time-management abilities.
• Strong attention to detail and accuracy.
• Ability to manage a high volume of work orders and competing priorities.
• Ability to communicate professionally with customers, technicians, managers, and vendors.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Outlook, Excel, and Word.
• Ability to learn new software platforms quickly.
• Ability to work independently while maintaining communication with the service and operations teams.
• Strong follow-through and willingness to take ownership of open items until they are resolved.

Preferred Qualifications

• Previous experience using Corrigo is strongly preferred.
• Experience with CorrigoPro or similar computerized maintenance management/work-order platforms is highly desirable.
• Previous administrative experience with an HVAC, plumbing, electrical, fire protection, mechanical, facilities-management, or commercial service contractor is preferred.
• Experience working with national retail, commercial, or facilities-management customers is preferred.
• Experience with dispatching, service coordination, work-order management, or customer portals is highly desirable.
• Experience supporting invoicing and accounts receivable functions is a plus.

Key Performance Expectations

Success in this position will be measured by the employee's ability to:

• Process incoming Corrigo work orders promptly.
• Maintain accurate and current work-order statuses.
• Meet customer response and SLA requirements.
• Prevent work orders from becoming unnecessarily aged or overdue.
• Obtain required technician documentation promptly.
• Ensure completed work is submitted for billing without unnecessary delay.
• Minimize rejected invoices and rejected work-order closeouts.
• Maintain accurate documentation within Corrigo.
• Proactively identify problems rather than waiting for management or customers to identify them.
• Maintain professional and responsive communication with customers and field personnel.

Ideal Candidate

The ideal candidate is someone who takes ownership of the work-order process rather than simply performing data entry. This person should be comfortable following a service call from the moment it enters Corrigo until the work has been completed, properly documented, invoiced, and closed.

The position requires someone who is persistent about obtaining missing information, comfortable following up with technicians and managers, and capable of recognizing when a work order requires immediate attention.

Accuracy, urgency, organization, communication, and follow-through are essential to success in this role.

Pay: $30.00 - $35.00 per hour

Benefits:

• 401(k)
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Describe your experience with the Corrigo platform in managing services.

Work Location: In person

Salary : $30 - $35