Field Service Administrator

Why IPS? If you're searching for a place where you can grow, continue learning, and make a meaningful impact while still having time for the people and moments that matter most, welcome to Integrated Power Services! We believe your value extends far beyond your job title because the best work comes from people who feel supported, challenged, and fulfilled both professionally and personally. Here, you'll find opportunities to develop your career, work alongside exceptional teammates, and be part of a culture that recognizes that your life is worth just as much as your work—if not more. Because when people thrive, businesses thrive. If that sounds like the kind of place you've been looking for, we invite you to join us! Benefits: Paid Time Off (PTO) 401k Employer Match Bonus Incentives Extensive Training & Career Development Programs Tuition Reimbursement Program Medical, Dental and Vision plans Employee Assistance Program (EAP) And more! Pay Rate Details: Position Summary The Field Service Administrator supports the daily operations of the field service team by ensuring accurate data entry, efficient job administration support, and timely team support. This role is critical in maintaining workflow efficiency, supporting technicians, and ensuring all service-related documentation and processes are properly managed. Key Responsibilities Prepare and submit Field Service billing by ensuring all documentation is accurate and properly uploaded into job folders, invoice descriptions are accurate and any special invoicing instructions are noted. Perform daily time and material charge entries for field technicians, ensuring accuracy and timeliness for all service jobs Create and manage purchase order (PO) entries in the ERP system Assist with job quoting, including preparing estimates and supporting documentation. Track and maintain records for Field Service equipment calibration, ensuring compliance with company and regulatory standards. Coordinate and order supplies for field technicians, ensuring adequate inventory levels are maintained. Maintain accurate service records, job files, and documentation Communicate with technicians, and internal departments to support service operations Monitor job progress and update systems as needed Assist with scheduling and administrative support for field service activities Help onboard new technicians by coordinating paperwork, system access, and training schedules Follow company procedures, safety guidelines, and service-level standards Required Qualifications High school diploma or equivalent (associate or bachelor’s degree preferred) 2+ years of administrative or service coordination experience (field service environment preferred) Strong data entry skills with high attention to detail Experience with ERP or service management systems is a plus Proficiency in Microsoft Office Suite (Excel, Word, Outlook) Excellent organizational and multitasking abilities Strong communication and interpersonal skills Key Competencies Detail-oriented with a high level of accuracy Strong time management and prioritization skills Ability to work independently and as part of a team Problem-solving mindset with a proactive approach Ability to handle multiple tasks in a fast-paced environment Training & Development On‑the‑job training provided for field service systems and processes Opportunities to grow into Field Service Coordinator, Dispatcher, or Operations roles Work Environment Office-based role with frequent interaction with field personnel & supervisors Standard business hours: occasional overtime may be required during high-volume service periods Physical Requirements Ability to sit or stand for extended periods while working on a computer Occasional lifting of office materials (up to 20 lbs) You’ll thrive at IPS if you… Lead with integrity and prioritize safety. You demonstrate high standards and commit to a safe, ethical workplace. Value teamwork and accountability. You work well with others, take responsibility, serve others, and deliver on your commitments. Focus on the customer. You are dedicated to providing an unmatched customer experience and exceeding expectations. Have an entrepreneurial spirit. You’re proactive, innovative, and thrive in a fast-paced environment. Communicate effectively and with purpose. You keep everyone informed with clear, concise communication. Stay curious and love to learn. You continuously seek new knowledge and grow personally and professionally. Who We Are: At IPS, we're committed to empowering you to make a meaningful impact. As the industry's leading and fastest-growing service provider, IPS offers single-source electromechanical and power management solutions to enhance the reliability of critical infrastructure across North America and the United Kingdom. We serve over 40,000 essential customer locations, from renewable energy pioneers to hospitals, manufacturers, and municipalities, helping them avoid costly downtime and ensure mission-critical operations. When you join IPS, you're joining a team that's revolutionizing equipment and process reliability across diverse sectors, from power generation to petrochemicals, and beyond. You'll learn from industry experts, grow alongside a talented workforce, and be part of a company that is built on the Shared Values of Safety, Integrity, Teamwork, Accountability, Customer Focus, and Entrepreneurial Spirit. IPS is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, or veteran status. Any offer of employment is contingent upon the successful completion of a background and driving record investigation. As a federal contractor, our company is committed to maintaining a safe and drug-free workplace. Candidates for this position are required to complete a pre-employment drug screen successfully. The drug screening process will include testing for substances that may impair one's ability to perform the job safely and effectively. #J-18808-Ljbffr