Service & Permit Administrator Highlands

• 401(k) matching
• Competitive salary
• Dental insurance
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance

• Create review and close out work orders in FieldEdge.
• Verify job details (customer information equipment warranty maintenance agreements).
• Ensure accurate coding for labor parts and warranties.
• Collect and enter purchase orders or authorization numbers when required.

• Apply for and track permits for HVAC installations replacements and service jobs.
• Communicate with municipalities to ensure timely permit approvals and inspections.
• Maintain organized records of permit status expirations and follow-up requirements.

• Assign and dispatch service technicians based on skill set availability and location.
• Monitor technician workloads and adjust schedules to maximize efficiency.
• Track work orders in FieldEdge (or equivalent CRM/dispatch software).
• Maintain a daily/weekly service calendar.

• Answer inbound service calls emails and portal requests from customers.
• Schedule service appointments providing accurate arrival windows.
• Communicate with customers regarding delays reschedules and service updates.
• Handle customer concerns promptly and escalate issues to the Service Manager as needed.

• Register warranties for new installations with manufacturers.
• Ensure warranty documentation is complete accurate and provided to customers.
• Track expiration dates and warranty terms for future service coordination.

• Create renew and track residential or light commercial maintenance agreements.
• Follow up with customers about expiring or lapsed agreements.
• Coordinate with technicians and customers to schedule maintenance visits.

• Assist with timecard verification and approval for assigned service technicians.
• Maintain records of service agreements preventative maintenance schedules and recurring visits.
• Generate daily weekly or monthly service performance reports.
• Support billing and collections by ensuring all documentation is complete and timely.

• Provide technicians with job details directions and special instructions.
• Track technician progress and support them with parts ordering job notes or customer communications.
• Coordinate with warehouse and parts team to ensure required materials are available.
• Facilitate communication between the service team and management.

• 2 years experience in HVAC plumbing electrical or a service-based industry.
• Strong administrative scheduling and customer service skills.
• Familiarity with permit processes and local municipality requirements (preferred).
• Experience with service software and/or CRM tools.
• Attention to detail and ability to manage multiple priorities.
• Professional communication skillsboth written and verbal.

• Organized and process-oriented
• Strong multitasker and communicator
• Problem-solver with a customer-first mindset
• Comfortable with compliance and documentation
• Team player who can work across departments
• Ability to remain calm and professional in fast-paced situations.
• Knowledge of HVAC systems and terminology is a plus.

• Sit for prolonged periods of time.
• Repetitive Movements i.e. typing and mouse use.
• Prolonged screen viewing.
• Lifting up to 25 pounds.

If youre looking for a career that offers flexibility job stability strong pay benefits and more then youve come to the right place!