Service Department Admin

Job Description

Job Description

About us :

Universal Atlantic System

Headquartered in suburban Philadelphia, UAS is a national provider of integrated security services protecting over $15 billion in commercial assets for various clients, including equipment rental dealers, asset-intensive outdoor facilities, food service providers, convenience stores, and retailers.

Since 1972, UAS has been a leading provider of physical security systems serving local, regional, multi-location, and national accounts throughout the US and Canada, helping them become safer, more secure, operationally superior, and more profitable.

Role Overview

As a Service Department Administrator, you will play a crucial role in ensuring the smooth operation of our service department.

You will coordinate administrative tasks, manage service-related documentation, and provide exceptional support to internal teams and external clients.

This position requires strong organizational skills, attention to detail, and the ability to thrive in a fast-paced environment.

Key Responsibilities

• Administrative Support : Assist the Service Department Manager with scheduling meetings, managing calendars, and preparing reports and presentations.
• Documentation Management : Organize and maintain service-related documents, including work orders, customer quotes, and routine reports.
• Customer Service : Act as the main point of contact for service inquiries, issue resolution, and updates. Provide prompt and professional responses to ensure client satisfaction.
• Coordination : Work with service technicians and other departments to schedule service appointments, track progress, and ensure timely task completion.
• Data Entry and Reporting : Manage service operation data, generate reports, and analyze trends to support decision-making and process improvements, as well as invoice processing upon completing service tickets to improve efficiency with overall service provider payment.
• Process Improvement : Identify ways to streamline administrative processes and contribute to the development of best practices.
• Communication : Handle customer communications via certified mail for system-related issues.
• Fire Inspection Ticket Generation : Produce all fire inspection tickets due each month.
• Compliance : Ensure service activities comply with company policies, update customer portals as needed, and upload fire alarm inspections into the compliance engine.
• Other Duties : Perform additional tasks as required.

Qualifications

• High school diploma or equivalent.
• At least two years of administrative experience, ideally in a service or operations environment.
• Experience with a national or multi-location service provider is a plus.
• Experience with fire inspection compliance engines and CRM / ERP systems is also a plus.
• Strong organizational and time-management abilities.
• Excellent written and verbal communication.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with service management software.

Ability to handle sensitive information with discretion and maintain confidentiality.Proven problem-solving skills and a proactive approach.

• Detail-oriented, proactive, able to work independently or as part of a team.
• Demonstrates a customer-focused mindset and commitment to high-quality service.

EEOC Statement

Universal Atlantic Systems provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.