Administrative Business Partner

Job Description

Job Description

We are looking for a Service Admin to join a detail-focused Services team on a Contract basis in Rocklin, California. This position supports daily operational coordination across customer setup, contract administration, service documentation, and reporting workflows. The role is well suited for someone who can manage detailed administrative processes, keep records accurate across multiple systems, and provide dependable support to internal teams and field personnel.

Responsibilities:

• Enter new customer records and contract details into business systems, ensuring information is complete and available for quoting and billing activities.

• Maintain inspection and service contract data across platforms, including creating service entries and confirming work is scheduled in the appropriate service periods.

• Review jobs pending completion, confirm that required documentation has been submitted, and follow up with technicians when additional paperwork is needed.

• Route failed inspection findings and service items requiring follow-up pricing to the appropriate sales contacts, and prepare related documentation when repair work has been completed.

• Organize inspection reports and supporting files in the correct locations, update billing-related records, and add quote information to financial systems to improve invoicing accuracy.

• Determine when compliance-related uploads are required, complete submissions, record billing notes, and update tracking logs to reflect current status.

• Prepare monthly inspection work orders by validating coverage details, creating job numbers, assigning work appropriately, and building scheduling reference spreadsheets with service notes and estimated labor needs.

• Issue work order numbers for service requests, assist field staff with system and mobile form issues, and coordinate administrative support such as equipment orders, report distribution, and customer document requests.

• Manage additional office support tasks, including receiving deliveries, notifying recipients, handling weekly check distribution, arranging required class registrations, and processing approved driver enrollments.

• Support reporting and compliance activities by uploading backflow and annual reports, ordering required tags, creating customer binders, securing certificates of insurance, and arranging lift rentals for service and inspection work.

• Experience in administrative support, operations coordination, or contract administration within a service-driven business environment.
• Strong attention to detail with the ability to maintain accurate records across multiple systems and spreadsheets.
• Proven ability to manage competing priorities, follow established processes, and complete time-sensitive tasks with minimal oversight.
• Comfortable communicating with technicians, sales staff, and customers to gather information and resolve documentation issues.
• Proficiency with business software, document management tools, and spreadsheet-based tracking.
• Ability to support compliance-related reporting, work order processing, and invoicing preparation in a highly organized manner.
• Sound judgment in handling routine office logistics, service documentation, and customer-facing administrative requests.
• Background in HR administration, employee relations, HR policy support, investigations, or performance management is helpful.