Service Administration Supervisor

Service Administration Supervisor

The Service Administration Supervisor provides leadership and oversight for the administrative functions supporting the Building Intelligence Service business. This position is responsible for supervising Billing Specialists and Project Coordinators while ensuring the accurate and timely execution of billing, contract administration, project coordination, and related operational support activities. The role partners closely with Service Managers, Accounting, Sales, Operations, and other business units to drive process consistency, support financial performance, enhance customer satisfaction, and promote continuous improvement. The Service Administration Supervisor develops team capabilities, establishes administrative best practices, and ensures operational activities are executed in accordance with company policies and business objectives.

Pay Range: $42 - $50 per hour, plus potential profit share.

Medical, Dental and Vision Insurance, Voluntary Life Insurance, Voluntary Accident and Critical Care Insurance, Basic Life, Short-Term and Long-Term Disability, Employee Assistance Program (EAP), 401(k) with Employer Matching contributions, Profit Sharing/Bonus/Commission Program as applicable, Paid Time Off, Paid Community Service Day, 8 Paid holidays, Tuition Reimbursement, Pet Insurance, Legal and IDShield are offered to eligible employees.

Essential Duties and Responsibilities:

• Oversee service billing to ensure invoices are complete, accurate, and issued on time.
• Monitor billing backlog and coordinate resources to ensure customer invoices are processed according to company standards.
• Support monthly revenue recognition reviews, billing audits, and financial reporting activities.
• Oversee purchase order administration and customer billing requirements.
• Maintain and monitor service agreement administration processes and support contract billing activities.
• Assist with resolution of invoice discrepancies, customer billing issues, and revenue recognition concerns. Collaborate with Service Managers, Technicians, Dispatchers, Sales personnel, and Accounting as necessary.
• Oversee project coordination activities including project bookings, documentation management, equipment purchases, invoicing support, subcontract administration, and project closeout activities.
• Ensure project files, documentation, and administrative records are accurate, complete, and compliant with company requirements.
• Serve as a liaison between Service Operations, Project Teams, Accounting, and other business units to facilitate communication and issue resolution.
• Monitor and support utilization of company business systems including CRM, SSRS, Dynamics 365, and other operational software platforms.
• Assist with implementation of new systems, process improvements, and administrative initiatives.
• Perform billing, project coordination, contract administration, and other administrative functions as necessary to support business operations.
• Directly supervise Billing Specialists and Project Coordinators within the Building Intelligence Service business.
• Provide coaching, training, performance feedback, and employee development to support individual and team success.
• Manage workload distribution and staffing coverage to ensure timely completion of billing, project coordination, and administrative support functions.
• Assist with recruiting, interviewing, onboarding, and training new team members.
• Develop, maintain, and improve training documentation, standard operating procedures, and departmental best practices.
• Review administrative processes and recommend improvements to increase efficiency, accuracy, and customer satisfaction.
• Other duties as assigned.

Qualifications:

• Bachelors Degree in Business Administration, Accounting, Finance, or Project Management preferred, although candidates with an Associates Degree or equivalent combination of education and experience will be considered
• 5+ years of progressively responsible experience in service administration, project coordination, billing administration, accounting support, or related operational functions.
• 2+ years of experience leading projects, coordinating workflows, mentoring employees, or providing informal or formal supervision.
• Experience supporting service operations, construction operations, building automation, mechanical service, or other technical service organizations preferred.
• Experience with financial processes including billing, invoicing, purchase orders, revenue recognition support, and contract administration.
• Strong leadership, coaching, and employee development skills.
• Ability to supervise, prioritize, and balance multiple administrative functions and competing deadlines.
• Knowledge of billing practices, project administration, contract management, and revenue-related processes.
• Strong analytical and problem-solving abilities with attention to detail.
• Effective verbal and written communication skills.
• Ability to build collaborative relationships across departments and organizational levels.
• Proficient with Microsoft Office applications, including Excel, Word, Outlook, and Teams.
• Ability to analyze operational data and identify process improvement opportunities.
• Customer-focused mindset with a commitment to quality and service excellence.

Preferred Qualifications:

• Experience working with ERP, CRM, project management, and reporting systems such as Dynamics 365, CRM platforms, SSRS, or similar business applications.

Physical Requirements:

• This position may require lifting to 25 lbs. from floor to countertop and countertop to floor.
• This position may include sitting for extended periods, lifting, bending, and kneeling.

Environment:

• Inside work environment

Competencies:

• To perform this position successfully, an individual must display the following qualities. LONG expects its employees to understand and meet customer needs, collaborate effectively with colleagues, manage potential hazards and risks, and engage with and contribute to the community. These values are part of our core values used as performance metrics and are integral to company culture.

LONG Building Technologies, Inc. is a leading provider of HVAC equipment and contracting services, serving commercial clients. With a strong commitment to quality and customer satisfaction, we pride ourselves on delivering innovative solutions and exceptional service. Our company operates in an environment where unions play a significant role, ensuring fair labor practices and adherence to industry standards.

At LONG Building Technologies, we dont just accept differences - we celebrate it, and we thrive on it for the benefit of our co-workers, our customers, and our company. We are proud to be an equal opportunity employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, or Veteran status.