The Service Department Assistant will be responsible for assisting with the scheduling of service jobs, communicating with field technicians, completing post-job reports, and ensuring all operations run smoothly. This role requires strong organizational and communication skills, with a focus on maintaining compliance and supporting both internal teams and external clients.
Key Duties and Responsibilities:
Assist in scheduling jobs at appropriate frequencies, ensuring optimal resource allocation.
Communicate job details with field technicians, ensuring clarity and readiness for service.
Complete detailed post-job reports, documenting job outcomes, issues, and future recommendations.
Order rental equipment, job supplies, and other necessary materials for service jobs.
Track usage and availability of resources to ensure efficiency in service operations.
Assist in the coordination of daily service department activities, including task delegation and monitoring progress.
Provide data entry support, updating job status, client information, and other critical data into relevant systems.
Prepare service proposals based on job specifications, client needs, and service agreements.
Communicate regularly with clients regarding job updates, issues, and necessary documentation.
Utilize Office 365 applications (Outlook, Excel, Word, Teams) for task management, document creation, communication, and scheduling.
Ensure field crew compliance with safety regulations, conducting periodic safety reviews.
Maintain client compliance certificates and ensure the company adheres to contractual service terms.
Review and abide by service contracts, ensuring all duties are fulfilled and any changes are communicated effectively.
Answer phone calls from clients, vendors, and technicians, handling inquiries, requests, and issues promptly.
Resolve conflicts with clients, team members, or service-related issues through effective communication and problem-solving.
Support efforts to exceed quarterly growth targets by optimizing service operations, identifying opportunities for increased efficiency, and contributing to overall departmental success.
Collaborate with management to identify ways to enhance customer satisfaction, improve service offerings, and drive revenue growth.
Skills and Qualifications Required:
High-Level Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and maintain detailed records.
Strong Communication Abilities: Excellent verbal and written communication skills, capable of liaising between clients, technicians, and management.
Office 365 Proficiency: Experience with Microsoft Office Suite, including Outlook, Word, Excel, and Teams, to manage documents, scheduling, and communication.
Problem-Solving and Conflict Resolution: Ability to anticipate problems, proactively address issues, and navigate conflicts with diplomacy.
Attention to Detail: Precision in data entry, documentation, and compliance tracking.
Client Service-Oriented: A client-first mindset with a strong focus on meeting customer needs and maintaining satisfaction.
Safety and Compliance Awareness: Knowledge of safety protocols and compliance standards in service industries.
Time Management: Effectively manage time and workload, particularly in a fast-paced environment.
Growth-Oriented: Proactively support initiatives that aim to exceed department growth goals, through a customer-focused and efficiency-driven approach.
This position requires a proactive, detail-oriented individual who can handle multiple responsibilities while ensuring smooth operations and positive client relationships. The role also requires a strong focus on supporting growth targets through improved service quality and operational efficiency.
Must also agree with our Company Values of:
1. Improving the quality of life around us.
2. Passion to do better.
3. Remarkable service.
4. Commitment to honesty.
5. Selfless teamwork.
