Administrative Assistant
OWL Services
full-time
Posted on:
Location Type: Office
Location: Apopka • Florida • United States
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Salary
💰 $18 - $22 per hour
About the role
- The Service Administrator supports the Service Department by handling all administrative, scheduling, timekeeping, and customer‑communications tasks.
- This role ensures accurate documentation, timely follow‑ups, compliance with customer requirements, and efficient coordination between technicians, dispatch, and leadership.
Requirements
- Timekeeping & Timecard Management (60%)
- Review daily technician time entries for accuracy and completeness.
- Make timecard revisions based on approved requests (PTO adjustments, per diem, on call allowance).
- Ensure all entries are aligned to the correct work order, service call, or project.
- Track exceptions (late punches, missing entries, meal violations) and notify technicians/managers.
- Support pay‑period close by preparing accurate data for managerial approval.
- Support field technicians with mobile time clock issues.
- Provide quick-reference guides and refreshers (e.g., mobile app instructions, overtime rules, how to submit corrections).
- Customer Portal Management (10%)
- Maintain and update customer‑specific service portals (e.g., status updates, documentation uploads, technician notes).
- Monitor customer portal notifications and ensure compliance with customer SLAs.
- Verify that all service events meet customer requirements before closing out jobs.
- Service Call Follow-Up & Coordination (10%)
- Monitor all open and pending service calls and ensure that no call goes unattended.
- Follow up with customers, vendors, or internal teams to gather missing information or approvals.
- Follow up with the warehouse on pending materials and update job status accordingly.
- Document communication and status updates in the service system.
- Notify managers of any ageing or high-priority pending calls.
- Occasional Dispatching Support (10%)
- Assist with dispatching.
- Assign technicians based on skills, territory, workload, and customer requirements.
- Communicate job details, priority levels, safety requirements, and special instructions to technicians.
- Ensure emergency or high‑priority calls are escalated appropriately.
- Administrative & Operational Support (10%)
- Assist with new job creation, customer account setup, and file management.
- Support Service Manager with reports, schedules, and KPI tracking.
- Prepare daily or weekly operational summaries (open jobs, portal issues, incomplete timecards).
Benefits
- 10 Paid Holidays
- Flexible Time Off
- 401(k) Company Match
- Health, Dental, and Vision Insurance
- HSA and FSA
- Disability & Occupational Accident Insurance
- Company-Paid Life Insurance Policy
- Employee Assistance Program (EAP)
- World-class paid training program for you to learn the skills for long term career success.
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
timekeepingtimecard managementcustomer portal managementdispatchingjob creationfile managementKPI trackingdocumentationdata preparationservice coordination
Soft Skills
communicationorganizationalcustomer serviceattention to detailproblem-solvingtime managementteam collaborationadaptabilityfollow-upprioritization