At Mechanical Systems Company, we don't just maintain systems - we protect our customers' operations. From scheduling preventative maintenance to coordinating subcontractors and supporting service teams, this role is central to delivering the reliable, high-quality service our clients expect.

We're currently looking for a highly organized and customer-focused Service Administrator to join our service team in Memphis, TN, as a liaison between customers, technicians, subcontractors, and management to ensure the performance standards are met and exceeded.

Work Schedule: 7 am to 4 pm, Monday through Friday

Pay Range: Up to $60,000 yearly, depending on experience

Benefits We Offer:

• Health Insurance: Multiple health plan options available. We cover 100% of the premium for one individual plan.
• Wellness Perks: Receive up to $50/month to put toward a gym membership.
• Company-Paid Insurance: We provide life insurance and short-term disability insurance at no cost to you.
• 401(k) Retirement Plan: Company match of up to 3% to help you plan for your future.
• Paid Time Off:
  • Vacation: 1-2 weeks of vacation your first year depending on experience
  • Holidays: 6 paid holidays annually
  • Sick Time: 5 paid sick days per year
• Family-Friendly Culture: Join a supportive, team-oriented environment with fun events and amazing coworkers.

Key Position Responsibilities:

• Manage commercial HVAC maintenance contracts to ensure services are completed on schedule
• Coordinate subcontractors, service technicians, and internal teams
• Maintain accurate documentation and contract records
• Communicate with customers to ensure satisfaction and resolve issues
• Work with billing and office staff on invoicing, cost allocation, and scheduling
• Track preventative maintenance completion rates and contract performance
• Prepare reports for management on activity, performance, and opportunities for improvement
• Support sales efforts with job walks, proposal reviews, and customer communications
• Build strong relationships through follow-up calls, visits, and customer outreach initiatives

Required Qualifications:

• HS diploma or equivalent
• At least 2 years of experience in HVAC contracting, service coordination, or maintenance administration
• Knowledge of HVAC systems and preventative maintenance practices
• Great organizational and multitasking skills
• Experience using service management software (ServiceTitan, FieldEdge, or similar)
• Proficiency with Microsoft Office
• Must be detail-oriented with strong data entry and recordkeeping skills
• Professional communication and customer service abilities
• Ability to work collaboratively with technicians, operations teams, and leadership

Work Environment:

This is primarily an office-based role with occasional field visits. You should be comfortable with light physical activity when required, including handling small tools, accessing job sites, and working in varying conditions with proper safety equipment.