Service Administrator

A FirstCall Mechanical Company 

SERVICE ADMINISTRATOR 

Location: Dallas, TX

WHO IS FIRSTCALL MECHANICAL? 

FirstCall Mechanical is a leading provider of commercial and industrial HVAC, building controls, electrical, and plumbing services. FirstCall serves a wide array of facility and customer types, including distribution centers, industrial plants, universities, airports, healthcare facilities, self-storage units, and more. With approximately 700 employees across Ohio, New York, Virginia, Tennessee, North Carolina, South Carolina, Georgia, Florida, and Texas, FirstCall is committed to building durable partnerships. The company is actively expanding its operations nationwide and partnering with organizations that share its dedication to quality and customer satisfaction. 

FirstCall Mechanical not only partners with companies to nurture growth in the market, but also provides equal focus on employee growth and development as well.  We believe when YOU succeed, we all succeed, so we strive to be the first call for talented team members who want a career, not just a job. 

BENEFITS OVERVIEW 

FirstCall Mechanical values our employees' well-being, growth, and success! Employees are offered a robust benefits package, including:  

• Competitive Weekly Pay 
• Comprehensive Healthcare Coverage - Medical, Dental, Vision, More (Includes some 100% Company-paid plans) 
• Financial Resources - 401(k) Retirement Savings Plan with a 5% match, Life Insurance, Short & Long-Term Disability 
• Time-Off & Holidays - Up to 4 weeks of Paid Off, 9 Paid Holidays Veterans Day for Veterans 
• Career Growth & Development- Company-sponsored education and career advancement programs like the FirstCall Academy, the Learning & Education Assistance Program (LEAP), and the FirstCall Progression Program 
• Generous Referral Bonus of $2,500 per referral 
• Role-Specific Perks - Company vehicle or allowance, mobile phone or phone allowance, uniforms, and work boot allowances

POSITION OVERVIEW 

We are currently seeking an experienced Service Administrator to join our fast-growing team. The ideal candidate will have a can-do attitude and strong problem- solving skills, as well as a high level of customer service. 

JOB RESPONSIBILITIES 

• Assist new and existing customers with service requests, inquiries and concerns
• Communicate to the service manager when complaints come through
• Process work orders, including the creation, updates, and closing of orders to track and document service activities
• Order, track, and manage inventory parts and supplies needed for service
• Generate and issue invoices of services rendered, ensuring accurate billing and timely payment collection
• Help with billing and invoicing
• Coordinate with the service manager on work order completion
• Set up and manage service jobs in BuildOps by creating work orders, scheduling technicians, entering job details, tracking progress, and ensuring accurate documentation throughout the service process.
• Manage and maintain customer portals by updating service information, tracking work orders, uploading required documentation, and ensuring accurate communication between customers, technicians, and internal teams.
• Assist the Accounting Department with collections

ACCOUNTABILITIES 

• Continual learning and development in the body of knowledge through FirstCall Academy, to ensure we set the bar for skill level in the industry
• Elite level of customer service, to ensure we continue to be the FirstCall our customers make for their HVAC and Electrical needs.

ORGANIZATIONAL ALIGNMENT  

This position reports directly to the local Branch Manager

QUALIFICATIONS 

• 2 years of experience as a Service Administrator
• Experience in Microsoft Office Software
• Previous experience in a construction-related support role, preferred
• Experience with BulidOps, preferred
• Excellent leadership, time management and critical thinking skills

BEHAVIORAL PROFILE

Language Skills

Ability to read and comprehend written instructions, emails, and business correspondence. Strong written communication skills for drafting emails, reports, and internal documents. Ability to effectively present information in one-on-one and small group settings with employees, customers, and vendors.

Mathematical Skills

Proficiency in basic arithmetic, including addition, subtraction, multiplication, and division. Ability to work with percentages, ratios, and basic financial calculations. Comfort with spreadsheets and data entry for tracking expenses, reports, and administrative tasks.

Reasoning Ability

Strong problem-solving skills with the ability to follow written, verbal, or visual instructions. Ability to prioritize multiple tasks, manage deadlines, and adapt to changing priorities. Attention to detail and sound judgment in handling confidential information.

Physical Demands

While performing the duties of this role, the employee is regularly required to sit, use hands for typing and office-related tasks, and communicate clearly. The employee may occasionally need to stand, walk, or lift office materials up to 25 pounds. Vision requirements include close vision for computer work and the ability to adjust focus.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.  

FirstCall does not accept unsolicited resumes, employment applications or inquiries from recruiters, employment agencies or individual job seekers. Applicants who are selected to proceed to the next stage of FirstCall’s process will be contacted directly by a member of our team. Please note that we are unable to provide individual feedback to all applicants. Applications will stay active in our system for 60 days, and after 60 days applicants will need to reapply for the role.