Service Administrator

Job Summary

Levitt-Safety fort McMurray is seeking a Service Admin Coordinator with excellent customer support skills to join our team. Reporting to the Service Administration Supervisor, the ideal candidate will be quick-thinking, highly organized, possess exceptional interpersonal skills, and be comfortable with technology.

Your responsibilities will encompass a wide range of administrative tasks, including scheduling, managing purchase orders, handling warehouse transfers, ordering parts and materials, billing and invoicing, and assisting with quotes - primarily within the Fire & Life Safety Equipment, Vehicle Suppression, and Instrumentation divisions. 

This position will also provide support for other administrative functions as needed.

Main Responsibilities

A summary of your key responsibilities includes:

• Provide exceptional customer service to service customers and technicians regarding various aspects of products and services.
• Determine service requirements, schedule, and dispatch technicians for service calls to meet customer needs.
• Coordinate with Service Technicians and customers to arrange tools, equipment, and subcontracts necessary for each service call.
• Maintain accurate records, including calendar management, customer accounts, work orders, purchase orders, inventory management, and other necessary documentation for each service call and branch support.
• Process invoicing accurately according to completed work, including capturing customer payment methods and updating customer portals to ensure prompt payment.
• Assist with purchase orders, warehouse transfers, and parts ordering to support service operations.
• Perform data entry, invoicing, scanning, and filing of all related documentation.
• Provide quotes when required and communicate with warehouse technicians regarding service orders.
• Prepare summaries and contract requirements.
• Actively participate in training for the new service software (IFS) as needed.
• Participate in internal projects and tasks to support organizational safety goals.
• Perform other duties as assigned.

Job Requirements

• Minimum of 2 years’ experience in Service Administration/Customer Service
• Computer/technology savvy
• Detail-oriented with the ability to stay on task and work with a sense of urgency
• Must have excellent organizational skills with the ability to multitask supported by good admin skills and document control
• Excellent customer service skills and telephone manner
• Ability to work under pressure, handle urgent calls and meet deadlines
• An exceptional willingness to learn and a can-do positive attitude will help “Keep Things Fun” on the team

What we offer:

• Competitive base salary with paid vacation, flex days and other time away from work benefits 
• Medical, dental, vision, EAP and other group health insurance benefits for you and your family
• Company-matched RRSP contribution plan  
• Annual profit-sharing opportunity
• Opportunity to build your career with paid training with an established organization and a team that is truly passionate about health and safety 
• A company culture based on our Face of Levitt-Safety Fundamentals and family values, where we truly believe that our people are our most important asset