Service Administrator

CoolSys solves the most complex challenges in refrigeration, air conditioning, heating, engineering, and energy management. With over 3,700 associates nationwide, we deliver tailored solutions to help businesses cut costs, improve equipment performance, and reduce emissions.

Our services include HVAC and refrigeration equipment sourcing, installation, repair, maintenance, monitoring, and optimization. We also offer engineering design, energy resilience and consumption optimization, asset recycling, and seamless multi-site rollouts across states.

Based in Southern California since 2007, CoolSys serves over 45,000 customer locations in industries like retail, food service, commercial, data centers, industrial, and pharmaceuticals.

No wonder Newsweek named CoolSys one of Americas Greatest Workplaces!

We understand that hiring great people is the foundation of everything we do. Our employee benefits packages include:

• Competitive pay: $50-70k
• Benefits: Medical, Dental, Vision and Prescription coverage.
• Paid vacation, holidays, and floating holiday.
• 401(K) with Company match.
• Company sponsored life insurance, as well as optional AD&D, short and long-term disability.
• Tuition reimbursement.
• Employee discounts on vehicles, hotels, theme parks, select cell phone bills and so much more.
• Pet Insurance.
• Legal Plan, and ID Theft Protection.

POSITION SUMMARY

The Service Administrator will play a crucial role in managing office operations and providing exceptional support to our clients and staff. This position requires strong communication skills, computer literacy, and the ability to handle various administrative tasks efficiently. As a Service Administrator, you will handle all billing, contract setup, new sales project setup, and file management.

ESSENTIAL FUNCTIONS

• Work directly with the Service Sales staff to implement new contracts once sold.
• Manage and submit project and commission reports monthly for all Service Sales team members.
• Read all service reports and bill completed work as soon as possible.
• Ensure all billing to our clients is correct: Crosscheck hours on service reports, ensure all open purchase orders are received and accounted for, and ensure rates match agreed upon rates at the time of contract implementation.
• Create, manage, and maintain proper rate sheets for each client in MEC2s operating system, Sage.
• Field incoming customer calls as needed.
• Create and provide purchase orders for technicians and sales staff.
• Coordinate training logistics for technicians as requested by the Service Field Technical Advisor.
• Maintain report of training costs.
• Maintain meticulous files and keep all customer information up to date in MEC2s operating system.
• Provide backup for Service Coordinator and Service Procurement Agent.

EDUCATION AND EXPERIENCE

• Bachelors degree in related field highly preferred.

• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Thorough understanding of materials and supplies used in the company.
• Proficient with Microsoft Office Suite or related software and inventory software.

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift to 15 pounds at times.
• Must be able to access all facility areas to determine purchasing needs.
• Travel may be required.

Today, there are 27 different companies that make up the CoolSys family of brands . Our valued employees are at the heart of our continued growth and success. We invite you to be part of that growth!

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CoolSys is an EEO/AA Employer. All qualified individuals - Including all ages, colors, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics are encouraged to apply.

Pre-employment background screening (criminal and MVR for driving positions) and drug testing arerequiredfor all positions. CoolSys will consider qualified applicants with criminal histories in a manner consistent with federal law, state law, or local ordinance.