Administrative Services Specialist

Administrative Services SpecialistP1 Service, LLC, is seeking an Administrative Services Specialist for our Ankeny 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 OpportunityWe're seeking a dynamic Administrative Services Specialist to support 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.What You'll DoService Coordinator DutiesSchedule pm calls, emergency calls and dispatch assigned HVAC techniciansEnsure schedule is up to date for all service technicians. Work with other Service Coordinators to maximize productivity and profitability of techniciansEnter resolutions for assigned technicianTake care of customer issues relating to assigned technicians and accounts within your realm of authorityPost 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 quantitiesCheck hours for assigned technicians payroll and confirm hours with technicians before payroll is run each weekResponsible for ensuring that timecards are submitted to the payroll department each week by the deadline.Issue purchase orders as neededIssue new call service job numbers as neededAnswer department service lines and answer other department phones as neededDeal with customers in a professional mannerAssist in preparation of monthly tasking sheets as requiredBack up other Service Coordinators as required to cover vacations, lunch, illness, or otherCompose memos for field service techs as requiredAssist with report gathering, and departmental data entry as requiredDiscuss scheduling/manpower issues informally on a daily basis and formally once a week to insure maximum productivity, profitability and customer serviceProject Coordinator DutiesSubcontractsCreation of Subcontracts, Payment apps, sub modsMaintain database of subcontract templatesDocument ManagementContract receipt, review, revisions, distribution for approval and submission back to client (Change Orders included)Processing Contracts for P1 Service locations if principal signatures are requiredObtain and store Certificates of InsuranceAssist in facilitating renewals w/ Lockton annuallyClose out documentation creationAssist in creation and tracking of SubmittalsApply for Permits as requiredAssist Project Manager in Bid process as neededUpdate and distribute Manpower schedule weeklyManage and maintain P1 Service Business and Master LicensesAssist General Manager and Operations Manager with special projectsOffice Management DutiesPerforms or facilitates maintenance of office equipment including cleaning, maintenance and repairsProvides clerical support when needed to assist clerical staff with assigned administrative duties such as answering phones, sorting and distributing mail, and preparing documentsMaintains inventory of office supplies; orders new supplies as neededOversees activities of the officePerforms other related duties as assignedBenefits for fulltime non-bargaining personnel include:Educational Assistance programPTO and holiday payVolunteer community service paid time offBereavement paid time offCompany paid life insuranceCompany paid disability insuranceCompany paid Employee Assistance Program with counselingCompany paid financial education & wellness program with budgeting resources401K retirement planHealth with HSA, Dental, and Vision insuranceDependent Care FSAVoluntary Life insuranceVoluntary Hospital Indemnity, Critical Illness, and Accident insurance plansVoluntary LegalShield and Identity Theft protection plansEmployee DiscountsIf 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: View email address on click.appcast.io or call: View phone number on click.appcast.io.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 Must have a High School Diploma or a GED equivalent.Preferred:1. Associates degree in any related field.2. Prior dispatching or mechanical service/construction experience3. 5 years minimum of related experience.