Service Department Administrative Assistant/Front Desk Support

Job Summary

Hours - Monday through Saturday - 9 am to 5 pm

Day off during the week.

Pay - Salary

We are seeking a highly organized and personable Service Department Administrative Assistant/Front Desk Support to join our team. This role is vital in ensuring smooth office operations, providing exceptional customer service, and supporting administrative functions within our service department. The ideal candidate will possess strong office management skills, proficiency in computer applications, and excellent communication abilities. Bilingual skills are a plus to effectively serve a diverse clientele. This position offers an opportunity to work in a dynamic environment where attention to detail and multitasking are essential.

Responsibilities

• Primary Objective

Handle daily administrative, scheduling, and front-office support tasks that keep the Service Department and office running efficiently.

Core Responsibilities. Front Desk & Office Administration

• Answer incoming phone calls promptly and professionally; route calls to the appropriate team member.
• Be able to handle leads for jobs and quality them and schedule appointments.
• Take accurate messages and ensure follow-ups are completed.
• Greet in-office visitors and vendors as needed.
• Maintain a clean, organized, and professional front office environment.
• Order and restock office supplies; track inventory and submit purchase requests as needed.
• Organize mail, deliveries, and office paperwork.
• Maintain orderly digital and physical filing systems.
• Assist with general administrative tasks across departments as assigned.

2. Client Communication

• Monitor service inbox(es) and respond to general client inquiries.
• Enter new service requests into ServiceTitan promptly and accurately.
• File and organize client emails into the appropriate digital folders.
• Monitor ServiceTitan Chat; respond to routine messages and create tickets as needed.
• Send booking confirmations, appointment reminders, and follow-up emails.
• Convert sold estimates into tickets and send deposit invoices.
• Resend unsold estimates and follow up with clients using provided templates.
• Review client surveys daily and flag any responses under 5 stars to management for review.

3. Scheduling Support

• Monitor the daily schedule to confirm:
• Jobs are completed
• Forms are submitted
• Technician notes are entered
• Review the Unassigned screen and schedule ready tickets once deposits are confirmed and parts are available.
• Prepare the next-day schedule, ensuring:
• Efficient routing
• Required parts are assigned
• Helpers are scheduled when needed
• Assist with coordinating Indoctrination appointments for new builds or renovations.
• Send Outlook meeting invites to Project Managers for Indoctrination visits.
• Review the 7-day schedule weekly to confirm parts are ordered, routes optimized, and deposits paid.

4. Billing & Financial Support

• Enter billing issues or updates into ServiceTitan as directed.
• Send invoices, payment confirmations, and follow-up emails for unpaid balances.
• Record credit card fees and bank charges in designated logs.
• Monitor the Accounting email inbox and forward incoming bills to the correct folders.
• Review Makers Hub; enter bills accurately and maintain organized records.
• Assist with Accounts Receivable (AR) follow-ups using approved templates.

5. Inventory & Parts Coordination

• Confirm parts have been ordered for all upcoming jobs.
• Track stock items and chemical inventory; submit restock requests for approved items.
• Maintain vendor records and assist with price updates in ServiceTitan.
• Follow up on shipment statuses and backordered items as needed.

6. Seasonal & Membership Tasks

• Convert seasonal package estimates into tickets and send deposit invoices.
• Follow up on unsold seasonal packages and resend estimates.
• Set up memberships in client profiles and schedule recurring visits.
• Assist with routing weekly service schedules during the season.
• Track cover orders and statuses; maintain shared tracking spreadsheets.
• Prepare and update seasonal client lists and scheduling templates.

7. Administrative & Reporting Tasks

• Review Homebase daily and follow up on open or overdue technician tasks.
• Track technician time-off requests and Saturday work schedules.
• Run basic reports or dashboards (AR, conversions, etc.) as requested.
• Keep all internal files, trackers, and documentation organized and current.
• Support Alyssa and Cindy with data entry, document prep, and task tracking.

8. Warranty & Documentation

• Assist with preparing and submitting warranty claims (once trained).
• Maintain a warranty submission log and track responses.
• Gather photos, serial numbers, and supporting documentation for each claim.

Weekly & Monthly Responsibilities Weekly

• Review upcoming 7-day schedule for readiness.
• Send AR follow-ups using approved templates.
• Confirm all deposit invoices are paid.
• Log progress in shared task trackers.

Monthly

• Update the pricebook with vendor price changes (once trained).
• Review membership billing and renewals.
• Assist with monthly summary reports (AR, ticket conversions, scheduling metrics).

This position is integral to maintaining the efficiency of our service department while delivering outstanding support to our clients and team members. We value proactive individuals who excel in organizational tasks and customer interactions.

Pay: $50,000.00 - $60,000.00 per year

Benefits:

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

Experience:

• Administrative assistant: 3 years (Required)

Shift availability:

• Day Shift (Required)

Work Location: In person

Salary : $50,000 - $60,000