Service Administrator

Peterson Mechanical   Sonoma, CA   Full-time     Call Center / Customer Service
Posted on November 18, 2021

Voted “One of the North Bay’s Best Places to Work”, Peterson Mechanical is a Sonoma-based mechanical contractor providing a single source for reliable mechanical systems in the San Francisco Bay Area, specializing in HVAC, plumbing and refrigeration for a wide variety of market sectors including Healthcare, Technology, Education, Office Space, Hospitality, Winery, High Rise and Low Rise Residential. Peterson Mechanical provides pre-construction, pre-fabrication, custom fabrication, design/build and plan/spec. solutions for San Francisco, Oakland, Sonoma, Solano, Marin, Napa and the surrounding areas.  We are currently searching for a Service Administrator to join our awesome Service Team.

Job Summary: The Service Administrator serves as a primary point of contact for service clients.  They are also responsible for support billing, maintaining certain equipment including schedules and monitors the activities of the Service Technicians and Installers to ensure customer’s service needs are met promptly and satisfactorily; is first point of contact with customers and employees; coordinates work status for service agreements, time and material and service projects; and processes reports.

Essential Duties and Responsibilities:

  1. Takes incoming customer calls.
  2. Covering phone as back up for dispatcher on busy days
  3. Creating customer numbers (AR Customers) (SM Customers)
  4. Creating work orders for Maintenance and Service Calls
  5. Providing quotes on repairs
  6. Prepares customer statements
  7. Back Up for the Service Coordinator to prepare lien releases
  8. AR Collections
  9. Back up for the Service Coordinator for Billing all invoices
    • Work Order Invoices
    • Job Billing
  10. Maintenance Filter Ordering
  11. Scheduling maintenance agreement work orders
  12. Work Order Part Ordering
  13. Creating Purchase Orders for work orders
  14. Ordering parts for repairs
  15. Receiving parts for repairs
  16. Filing / scanning / copying
  17. Helping project manage the job
  18. Other duties as assigned

Non-Essential Job Duties:

  1. Administrative errands, ex. mail and postage
  2. General administrative tasks and requests from key staff
  3. Conducts customer surveys.
  4. Coordinates safety and other training for department.


Essential Qualifications:

  1. Highly organized with strong attention to detail.
  2. High School Diploma or equivalent.
  3. Working knowledge of MS Office programs.
  4. General knowledge of construction industry
  5. Ability to effectively communicate with clients and staff
  6. Strong attention to detail
  7. Demonstrated customer service skills
  8. Ability to keyboard at 60 WPM
  9. Professional and courteous demeanor.

Preferred Job Qualifications:

  1. Some experience/knowledge of HVAC systems

ADA Specifications:

There is frequent sitting at stationary position and workstation.  Manual dexterity required for computer and programming work.  There is occasional lifting of up to 25 lbs.  Work performed in an office environment with moderate noise level.  Reasonable accommodations will be made available.

Salary $20-$25 depending on experience. Excellent benefits including medical, dental, 401K with match and Profit Sharing.