Service Administrative Supervisor in New York at Jobgether

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Service Administrative Supervisor based in the United States.

As a Service Administrative Supervisor, you will lead the administrative operating system supporting remote and service-based operations.
You will oversee processes, controls, data quality, financial administration, and team performance across a broad account portfolio.
The role combines people leadership with hands-on oversight of purchase orders, work orders, invoicing, contracts, dispatch, and operational platforms.
You will establish structured operating rhythms, strengthen accountability, and ensure critical administrative functions have reliable coverage.
Working closely with Sales, Finance, account teams, and operational leadership, you will turn financial and operational data into actionable insights.
You will also drive process improvements, platform governance, onboarding excellence, and scalable administrative practices.
This is a high-impact leadership role for someone who enjoys creating structure, developing teams, and improving complex service operations.

• Lead, develop, and hold the administrative team accountable by setting clear expectations, conducting structured one-on-ones, supporting development, and managing performance.

• Establish team coverage models with clearly assigned primary and backup ownership, regularly testing coverage to maintain business continuity.

• Build and maintain an effective operating cadence, including weekly updates, escalation protocols, action tracking, and leadership reporting.

• Set intake, prioritization, and escalation decisions for the team while protecting capacity, service commitments, and delivery standards.

• Oversee the full purchase order lifecycle, including utilization tracking, risk identification, threshold monitoring, and coordination of required change orders.

• Manage change order administration from request initiation through approval, ensuring bookings and work orders accurately reflect approved commercial scope.

• Oversee invoicing activities across multiple accounts, ensuring accuracy, appropriate billing alignment, and timely issuance.

• Monitor contract expiration and renewal timelines, identifying upcoming renewals, rate-review opportunities, excess charges, and scope changes.

• Maintain accurate billing records and ensure they remain the reliable source of truth for billing arrangements, invoicing cadence, and distribution.

• Monitor account-level financial metrics and support budgeting and forecasting in partnership with operational and finance leadership.

• Govern billing accuracy and data quality, including reviewing billing-related reclassifications and escalating exceptions when necessary.

• Act as the escalation point for billing disputes, purchase order questions, and invoicing issues, coordinating resolutions with the appropriate stakeholders.

• Administer service management platforms at the configuration level, including automations, routing rules, service-level settings, users, groups, and change controls.

• Ensure platform configuration changes are properly tested, documented, approved, and maintained before production release.

• Oversee timesheet and time-entry administration, including approval structures, month-end close, charge codes, and reconciliation between system and ticket hours.

• Manage customer onboarding workflow tools, including forms, task configurations, automation logic, and ownership references.

• Maintain booking, work order, and charge-code administration within commercial systems of record.

• Own document-control standards and maintain a governed, current library of approved administrative procedures.

• Oversee administrative customer onboarding from intake validation through account setup, booking configuration, billing documentation, and go-live confirmation.

• Monitor onboarding milestones, identify delivery risks, and implement recovery plans or timely escalations when required.

• Continuously improve the administrative onboarding process rather than simply executing existing procedures.

• Coordinate administrative field dispatch activities, ensuring unresolved tickets are assigned, escalations are followed through to resolution, and coverage requirements are maintained.

• Ensure dispatch automation and routing configurations remain accurate, tested, and aligned with service and billing requirements.

• Coordinate on-call rotation execution and scheduling in accordance with applicable policies and coverage requirements.

• Compile and analyze quarterly business review data, presenting financial and operational performance in a format that supports leadership decision-making.

• Prepare monthly and quarterly reporting covering invoicing performance, purchase order health, onboarding pipelines, and account financial metrics.

• Serve as the operational interface between the administrative team and Sales, Finance, account executives, and branch leadership.

• Assess incoming requests, manage priorities, protect team capacity, and constructively challenge requests that fall outside agreed scope or commitments.

• Identify process gaps and broken workflows and drive practical improvements that strengthen efficiency, quality, and scalability.

• Ensure all activities comply with applicable regulations, operational best practices, health and safety requirements, and organizational policies.

• Diploma or bachelor's degree in Business Administration, Finance, Operations Management, or a related discipline is preferred; equivalent relevant education and experience will also be considered.

• At least 5 years of experience in operations, contract administration, financial operations, service operations, or program/project management, with direct responsibility for billing, purchase orders, or commercial operations.

• At least 2 years of experience in a supervisory or team-lead capacity, including developing employees and managing team performance.

• Demonstrated experience administering or configuring operational platforms beyond standard end-user functionality.

• Strong understanding of financial and commercial operations, including purchase order management, change orders, invoicing, contracts, renewals, and account financial health.

• Experience with service management or ticketing platforms, including automation, routing, and service-level configuration.

• Familiarity with ERP or commercial systems supporting bookings, work orders, charge codes, and invoicing.

• Experience with project or workflow management tools at an administrative, operational, or configuration level.

• Strong people leadership and delegation skills, with the ability to develop team ownership rather than creating individual dependencies.

• Demonstrated program or project management discipline, including managing concurrent workstreams, establishing delivery cadences, and keeping stakeholders informed.

• Strong data and reporting capabilities, including proficiency with Excel and business intelligence tools and the ability to turn operational and financial information into leadership-ready insights.

• Ability to create clear, structured procedures and maintain them within a controlled document-management environment.

• Excellent written, verbal, facilitation, and presentation skills, including the ability to communicate financial and operational performance to leadership.

• Strong stakeholder-management skills and the judgment to balance requests from Sales, Finance, account teams, and operational leadership against team capacity and existing commitments.

• Exceptional attention to detail, particularly in financial and billing environments where accuracy directly affects revenue and customer trust.

• Proficiency with Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint, as well as document-management platforms.

• Ability to adapt to changing priorities, lead teams through transitions, and establish structure within ambiguous or evolving environments.

• Experience in remote services, managed services, service operations, or field-service environments is preferred but not required.

• Experience managing contracts, renewals, rate reviews, or account financial health in a service or managed-services environment is an advantage.

• Competitive annual salary of $71,000–$107,000, depending on experience, skills, location, education, certifications, and other relevant factors.

• Competitive overall compensation package.

• Medical, dental, and vision coverage.

• Life insurance and disability coverage.

• 401(k) matching plan.

• Paid time off starting at 13 days annually.

• 10 company holidays.

• Additional Fun & Laughter Day Off.

• Paid parental leave.

• Tuition reimbursement.

• Wellness program.

• Colleague assistance program.

• Vehicle reimbursement plan or company vehicle, depending on eligibility.

• Cell phone reimbursement, where applicable.

• Corporate Social Responsibility Day.

• Fully remote work arrangement.

• Supportive and inclusive working environment with opportunities for professional development and team growth.