Service & Permit Administrator - $20-23ph + Benefits
- Create, review, and close out work orders in FieldEdge.
- Verify job details (customer information, equipment, warranty, maintenance agreements).
- Ensure accurate coding for labor, parts, and warranties.
- Collect and enter purchase orders or authorization numbers when required.
- Apply for and track permits for HVAC installations, replacements, and service jobs.
- Communicate with municipalities to ensure timely permit approvals and inspections.
- Maintain organized records of permit status, expirations, and follow-up requirements.
- Assign and dispatch service technicians based on skill set, availability, and location.
- Monitor technician workloads and adjust schedules to maximize efficiency.
- Track work orders in FieldEdge (or equivalent CRM/dispatch software).
- Maintain a daily/weekly service calendar.
- Answer inbound service calls, emails, and portal requests from customers.
- Schedule service appointments, providing accurate arrival windows.
- Communicate with customers regarding delays, reschedules, and service updates.
- Handle customer concerns promptly and escalate issues to the Service Manager as needed.
- Register warranties for new installations with manufacturers.
- Ensure warranty documentation is complete, accurate, and provided to customers.
- Track expiration dates and warranty terms for future service coordination.
- Create, renew, and track residential or light commercial maintenance agreements.
- Follow up with customers about expiring or lapsed agreements.
- Coordinate with technicians and customers to schedule maintenance visits.
- Assist with timecard verification and approval for assigned service technicians.
- Maintain records of service agreements, preventative maintenance schedules, and recurring visits.
- Generate daily, weekly, or monthly service performance reports.
- Support billing and collections by ensuring all documentation is complete and timely.
- Provide technicians with job details, directions, and special instructions.
- Track technician progress and support them with parts ordering, job notes, or customer communications.
- Coordinate with warehouse and parts team to ensure required materials are available.
- Facilitate communication between the service team and management.
- 2+ years’ experience in HVAC, plumbing, electrical, or a service-based industry.
- Strong administrative, scheduling, and customer service skills.
- Familiarity with permit processes and local municipality requirements (preferred).
- Experience with service software and/or CRM tools.
- Attention to detail and ability to manage multiple priorities.
- Professional communication skills—both written and verbal.
- Organized and process-oriented
- Strong multitasker and communicator
- Problem-solver with a customer-first mindset
- Comfortable with compliance and documentation
- Team player who can work across departments
- Ability to remain calm and professional in fast-paced situations.
- Knowledge of HVAC systems and terminology is a plus.
- Sit for prolonged periods of time.
- Repetitive Movements i.e. typing and mouse use.
- Prolonged screen viewing.
- Lifting up to 25 pounds.
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