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.
