Service Operations Specialist

Job Description

Job Description

Position Summary

The Operations Support Assistant provides administrative and operational support to the VP, Inventory Manager, and Service Operations Support Manager. This position focuses on internal operational support, data entry, reporting, and workflow coordination to help maintain efficient daily operations across the service department.

This role is primarily office-based with limited customer interaction and supports internal teams by ensuring schedules, tickets, reports, and inventory information are accurately maintained within company systems.

Key Responsibilities

Administrative Support

• Provide day-to-day administrative support to leadership and operations teams
• Answer incoming phone calls and direct calls to the appropriate department or team member
• Assist with special projects and operational tasks as assigned
• Maintain organized digital and physical records

Scheduling & System Support

• Enter pre-built schedules into the company system
• Add warehouse tickets or dump tickets to technician schedules upon request
• Move tickets between technicians when directed by management
• Assist with maintaining accurate service schedules and ticket information

Reporting & Documentation

• Run and distribute daily operational reports
• Pull invoices and service documentation as requested
• Assist with operational tracking and internal reporting
• Ensure accurate data entry and recordkeeping within company software

Inventory Support

• Enter inventory transactions into company systems
• Assist Inventory Manager with inventory tracking and administrative tasks
• Maintain accurate inventory-related documentation

Operational Coordination

• Support workflow between operations, inventory, and leadership teams
• Assist with maintaining operational organization and efficiency
• Help ensure data accuracy across service and inventory systems

Qualifications

• Strong organizational and multitasking skills
• High attention to detail and accuracy
• Strong computer and data entry skills
• Proficient in Microsoft Office (Excel, Outlook, Word)
• Ability to work independently and manage multiple priorities
• Strong internal communication skills

Preferred Experience

• Administrative or operations support experience
• Experience working with scheduling or service management software
• Basic inventory or warehouse support experience
• Experience in service-based or logistics environments preferred

Performance Expectations

• Maintain accurate data entry and reporting
• Ensure schedules and ticket updates are completed timely
• Support efficient operational workflow
• Maintain organized and accurate documentation
• Provide dependable internal support to management and operations teams

Reporting Structure

Reports To:

• Service Operations Support Manager

Supports:

• VP
• Inventory Manager
• Service Operations Support Manager

Works Closely With:

• Dispatch
• Regional Managers
• Technicians
• Warehouse Team