Service Administrator

Company Description:

CaptiveAire is the nation's leading manufacturer of commercial kitchen ventilation systems, and now provides a complete solution of fans, heaters, ductwork, and HVAC equipment. For over 40 years, we've led the industry with innovative technologies, unmatched service, competitive pricing, and rapid lead times.

CaptiveAire maintains a network of over 90 sales offices in the U.S. and Canada and six strategically located manufacturing plants in North Carolina, Iowa, Oklahoma, California, Pennsylvania and Florida.

Summary:

We are seeking a detail-oriented and organized Administrative Specialist to join our growing team. This position will be responsible for handling a variety of administrative tasks including invoicing, tracking project management activities and non-compliance/punch lists, assisting with service inquiries, managing collections, supporting special projects, and handling high volume emails. The ideal candidate must possess strong computer skills, exceptional attention to detail and accuracy, and excellent written and verbal communication skills. The ability to work independently with minimal supervision is crucial for this role. This position will be working out of our fast-paced corporate office supporting our Service Department. This is not a remote role.

Responsibilities:

• Proccess invoices accurately and timely.
• Track and monitor project management activities, non-compliance issues, and punch lists.
• Assist with assigning and entering online service inquiries to the correct Service Region.
• Manage collections activities, ensuring adherence to company policies and procedures.
• Support special projects as assigned, contributing to their successful completion.
• Handle high volume of emails, responding promptly and effectively.
• Maintain and update records, databases, and spreadsheets with precision.
• Perform general administrative tasks such as assisting with FedEx shipping, some review of Credit Applications, uploading files.
  
  

Requirements:

• High school diploma or equivalent; 2-4 year degree preferred.
• Proven experience (2-5 years) in an administrative role, with a focus on attention to detail and accuracy.
• Strong proficiency in computer skills, including Google Docs and basic Excel functions.
• Excellent written and verbal communication skills.
• Ability to work independently and prioritize tasks effectively.
  
  

Preferred Qualifications:

• Familiarity with project management concepts and terminology is a plus.
• Experience in HVAC or similar industry preferred, but not required.
• Experience with service scheduling portals such as, Service Channel, ResQ, Fexa, or Corrigo is a plus.
• Ability to adapt to new technologies and systems quickly.
  
  

Benefits:

• Medical, dental and vision insurance
• Disability & life insurance based upon election of medical insurance
• Paid holidays
• Paid time off (PTO) based upon tenure
• 401k with employer match
• Flexible spending account (FSA)
• Tenure awards
• Employee referral bonus
  
  

Salary: Base salary (above average), plus monthly bonus based upon productivity and profits.

Company Culture: Our mission from Day 1 has been to provide the highest quality products and service to our users at the lowest possible price. For over 40 years, this goal has directed our every move, ensuring that our customers' best interests always come first. We are dedicated to providing a sustainable and reliable solution for the lifetime of our products, and as a result, our customers have grown to trust CaptiveAire as a name they can count on.

Captive-Aire Systems, Inc. is proud to be an equal opportunity workplace. We review applications for employment without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, ancestry, citizenship, age, uniformed services, genetic information, physical or mental disability, medical condition, marital status, or any other basis prohibited by law.

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