Intermech, Inc. Service Administrator

About Us

We provide end-to-end mechanical and industrial contracting, including pre-construction, project management, fabrication, and welding solutions. We have experience working on a variety of process-critical and fast-track projects for heavy industrial, energy, life sciences, and government clients.

Job Summary

Join our Service Department as a Service Administrator, where your expertise is respected, your growth is supported, and your success in the field matters. You’ll be responsible for coordinating and supporting daily service operations to ensure timely, efficient, and high-quality service delivery to customers. This role serves as a key point of contact between customers, service technicians, and internal teams, managing work orders and maintaining accurate service records. The Service Administrator helps optimize technician utilization, supports customer satisfaction, and ensures compliance with company procedures and service standards.

Essential Duties & Responsibilities

Include the following. Other duties may be assigned.

 

Coordinate with the General Manager, Service Manager, Dispatcher, and Service Technicians to respond to service requests, maintain accurate system updates, and ensure timely completion of work.

Serve as a professional point of contact for customers, responding to inquiries and providing timely updates regarding service requests, technician ETA, parts availability, scheduling, quotes, billing, and service status.

Schedule service and book approved jobs.

Order and track parts.

Prepare service proposals, obtain vendor pricing and quotations, and track outstanding customer quotes through approval.

Assist with administration and scheduling of preventive maintenance agreements, contract renewals, and related customer communications.

Coordinate permits, inspections, factory start-ups, and job costing reports as needed.

Maintain accurate service records, customer files, equipment information, warranty documentation, and job-related records within company systems.

Process warranty claims, equipment returns, and SWAP paperwork; follow up to ensure receipt of applicable credits.

Monitor open work orders and follow up with technicians, customers, and management to ensure timely completion and billing.

AP and AR support for service (T&M), quoted jobs and projects.

Follow up on past due invoices; process credit card payments.

Qualifications

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

PREFERRED EDUCATION AND EXPERIENCE

 

High school diploma or GED required; associate degree or technical training preferred

2+ years of experience in service coordination, dispatching, or a similar service support role

Experience supporting HVAC, mechanical contracting, construction, or commercial service operations preferred

Strong scheduling and dispatching skills with the ability to manage multiple priorities in a fast‑paced environment

Proficiency with service management software, CRM systems, and Microsoft Office (Outlook, Excel, Word)

 

 

COMPUTER SKILLS

 

• Proficient with Microsoft Office applications, including Excel formulas and formatting.
• Proficient with accounting software; Viewpoint would be a plus.
• Familiarity with Windows based operating systems and web based applications.
• Ability to create, file and manage electronic documents.

 

REQUIRED ATTRIBUTES

 

The requirements listed below are representative of characteristics and demonstrated capabilities sought to perform this job successfully.

 

• Must possess excellent written and verbal communications skills.
• Must demonstrate ability to analyze and solve problems.
• Must demonstrate exceptional attention to detail and accuracy in documentation, billing, job costing, and customer communications.
• Ability to work effectively with service technicians, dispatch, project managers, accounting personnel, vendors, and customers.
• Must demonstrate the ability to effectively organize and prioritize multiple projects, tasks, and deadlines in a fast-paced service environment.
• Must demonstrate commitment to EMCOR values.

 

 

LANGUAGE SKILLS

 

Must have the demonstrated ability to effectively communicate in English, cooperate, and collaborate with multiple levels of customer, employees, unions, government agencies, vendors and suppliers, and other contractor organizations.

#intermech

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly required to sit, see, talk, and hear. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee is regularly required to walk, reach with hands and arms, climb or balance and stoop, kneel, crouch, or crawl. The employee may occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

 

While performing the duties of this job, the employee is regularly required to commute to field locations. The employee must have the ability to navigate around job site locations.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee may expect to work in typical office environment conditions except when visiting field locations. Field environments may vary based on project, manufacturing, or weather conditions.  The noise level in the work environment is usually moderate to loud.

Benefits

PTO 104 hours

Holiday 80 hours

Eligible for bonus

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Affirmative Action Policy

Please review our Affirmative Action Policy.

Notice to Prospective Employees

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent.