Intermech, Inc. Service Administrator

We provide end-to-end mechanical and industrial contracting, including pre-construction, project management, fabrication, and welding solutions. We have experience working on a variety of process-critical and fast-track projects for heavy industrial, energy, life sciences, and government clients. Job Summary Join our Service Department as a Service Administrator, where your expertise is respected, your growth is supported, and your success in the field matters. You’ll be responsible for coordinating and supporting daily service operations to ensure timely, efficient, and high-quality service delivery to customers. This role serves as a key point of contact between customers, service technicians, and internal teams, managing work orders and maintaining accurate service records. The Service Administrator helps optimize technician utilization, supports customer satisfaction, and ensures compliance with company procedures and service standards. Essential Duties & Responsibilities Include the following. Other duties may be assigned.

Coordinate with the General Manager, Service Manager, Dispatcher, and Service Technicians to respond to service requests, maintain accurate system updates, and ensure timely completion of work. Serve as a professional point of contact for customers, responding to inquiries and providing timely updates regarding service requests, technician ETA, parts availability, scheduling, quotes, billing, and service status. Schedule service and book approved jobs. Order and track parts. Prepare service proposals, obtain vendor pricing and quotations, and track outstanding customer quotes through approval. Assist with administration and scheduling of preventive maintenance agreements, contract renewals, and related customer communications. Coordinate permits, inspections, factory start-ups, and job costing reports as needed. Maintain accurate service records, customer files, equipment information, warranty documentation, and job-related records within company systems. Process warranty claims, equipment returns, and SWAP paperwork; follow up to ensure receipt of applicable credits. Monitor open work orders and follow up with technicians, customers, and management to ensure timely completion and billing. AP and AR support for service (T&M), quoted jobs and projects. Follow up on past due invoices; process credit card payments. Qualifications To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PREFERRED EDUCATION AND EXPERIENCE

High school diploma or GED required; associate degree or technical training preferred 2+ years of experience in service coordination, dispatching, or a similar service support role Experience supporting HVAC, mechanical contracting, construction, or commercial service operations preferred Strong scheduling and dispatching skills with the ability to manage multiple priorities in a fast‑paced environment Proficiency with service management software, CRM systems, and Microsoft Office (Outlook, Excel, Word)

COMPUTER SKILLS

Proficient with Microsoft Office applications, including Excel formulas and formatting. Proficient with accounting software; Viewpoint would be a plus. Familiarity with Windows based operating systems and web based applications. Ability to create, file and manage electronic documents.

REQUIRED ATTRIBUTES

The requirements listed below are representative of characteristics and demonstrated capabilities sought to perform this job successfully.

Must possess excellent written and verbal communications skills. Must demonstrate ability to analyze and solve problems. Must demonstrate exceptional attention to detail and accuracy in documentation, billing, job