Service Administrative Assistant in Buda, Texas at Dynamic Systems, Inc.

Position Summary

The Service Administrative Assistant supports the service department by coordinating administrative functions, scheduling service work, and assisting with customer communication. This role is essential to ensuring smooth day-to-day operations for HVAC, plumbing, and mechanical service teams. The position acts as a communication hub between customers, service technicians, and internal departments, helping to maintain efficiency, accuracy, and high levels of customer satisfaction.

Key Responsibilities

• Schedule and dispatch service technicians for maintenance, repairs, and emergency calls.
• Coordinate daily service operations and adjust schedules as priorities change.
• Communicate with customers to confirm appointments, provide updates, and address inquiries.
• Create, manage, and close service work orders in the company system.
• Maintain accurate records of labor, materials, and job details.
• Assist with invoicing by verifying work order information and supporting billing processes.
• Provide administrative support to field technicians, including job documentation and logistics coordination.
• Track service performance data and generate reports for management.
• Ensure service documents comply with company standards and regulatory requirements.
• Support service agreements and preventive maintenance program administration.

FLSA – Non-Exempt

Qualifications

• High school diploma or equivalent required; associate degree preferred
• 2+ years of administrative or service coordination experience, preferably in construction or mechanical services
• Strong organizational and multitasking skills in a fast-paced environment
• Excellent communication and customer service skills
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Experience with service management software or ERP systems preferred
• High attention to detail and accuracy
• Basic knowledge of HVAC, plumbing, or mechanical systems is a plus

Key Performance Indicators (KPIs)

• Timeliness and efficiency of service scheduling and dispatching
• Accuracy and completeness of work orders and documentation
• Invoice processing speed and billing accuracy
• Customer response time and satisfaction levels
• Technician utilization and schedule adherence
• Reduction in service backlog and missed service calls
• Accuracy of service data and reporting

Work Environment

• Office-based role within a mechanical contractor or construction setting
• Frequent interaction with field technicians, customers, and internal teams
• Regular use of computers, phones, and service management software
• Fast-paced environment with multiple priorities and deadlines
• Occasional extended hours may be required to support urgent service needs or peak workloads