Administrative Services Specialist

Ankeny, IA

Full Time

Office - Projects

Experienced

P1 Service, LLC, is seeking an Administrative Services Specialist to service the Iowa area from our Ankeny, IA office.

Join our P1 Team!
P1 Service, LLC., part of the BCTS family of facility solutions providers, provides customers with the best in HVAC, mechanical, electrical, and plumbing service. Our turn-key solutions for all types of building solutions in a variety of markets has made P1 Service one of the top contractors in the nation. When you work for P1 Service, you'll be part of a culture that puts safety first, treats associates like family, and provides challenging work in a rewarding, energetic environment. P1 Service takes pride in maintaining a high standard of excellence along with an ethical and friendly business culture.

P1 Service, LLC. is an equal opportunity employer. All qualified applicants will receive consideration for employment, regardless of status, including status as a protected veteran or as an individual with a disability.

The Opportunity
The Administrative Services Specialist will utilize the Dispatching System to effectively maintain work schedules for Service Techs and assure that customer commitments are met. This includes dispatching Service Techs according to the schedule, receiving customer calls and adjusting schedule as required, successfully completing calls, and creating accurate completed call records ready to be priced and invoiced. They will also oversee the general administrative function and activities of the office.

What You’ll Do

Service Coordinator Duties

Schedule pm calls, emergency calls and dispatch assigned HVAC technicians
Ensure schedule is up to date for all service technicians. Work with other Service Coordinators to maximize productivity and profitability of technicians
Enter resolutions for assigned technician
Take care of customer issues relating to assigned technicians and accounts within your realm of authority
Post readings from tasking sheets as they are turned in and make changes or additions such as serial numbers, belt sizes and quantities, and filter sizes and quantities
Check hours for assigned technicians payroll and confirm hours with technicians before payroll is run each week
Responsible for ensuring that timecards are submitted to the payroll department each week by the deadline.
Issue purchase orders as needed
Issue new call service job numbers as needed
Answer department service lines and answer other department phones as needed
Deal with customers in a professional manner
Assist in preparation of monthly tasking sheets as required
Back up other Service Coordinators as required to cover vacations, lunch, illness, or other
Compose memos for field service techs as required
Assist with report gathering, and departmental data entry as required
Discuss scheduling/manpower issues informally on a daily basis and formally once a week to insure maximum productivity, profitability and customer service

Project Coordinator Duties

Subcontracts
- Creation of Subcontracts, Payment apps, sub mods
- Maintain database of subcontract templates
Document Management
- Contract receipt, review, revisions, distribution for approval and submission back to client (Change Orders included)
- Processing Contracts for P1 Service locations if principal signatures are required
- Obtain and store Certificates of Insurance
  - Assist in facilitating renewals w/ Lockton annually
- Close out documentation creation
- Assist in creation and tracking of Submittals
Apply for Permits as required
Assist Project Manager in Bid process as needed
Update and distribute Manpower schedule weekly
Manage and maintain P1 Service Business and Master Licenses
Assist General Manager and Operations Manager with special projects

Office Management Duties

Performs or facilitates maintenance of office equipment including cleaning, maintenance and repairs
Provides clerical support when needed to assist clerical staff with assigned administrative duties such as answering phones, sorting and distributing mail, and preparing documents
Maintains inventory of office supplies; orders new supplies as needed
Oversees activities of the office
Performs other related duties as assigned

Requirements and Qualifications
Required:

High school diploma or equivalent is required.

Preferred:

Associate’s degree in any related field
Prior dispatching or mechanical service/construction experience
5 years minimum of related experience

Position Type/Expected Hours of Work
This is a full-time in office position. Local travel to various worksites may be required.

Ready to Join Our Team?
If you're passionate about building client relationships while delivering exceptional services, we want to hear from you!

To Apply: Visit our website at https://p1-service.com/careers

If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability. You can request reasonable accommodations by contacting Human Resources: email HRSupport@p1-service.com or call: 913-303-9033.

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