Service Office Assistant

Position Purpose

Assist Service Operations and Refrigeration service sales with maintenance contracts and administrative duties, focusing on established departmental, company and ISO procedures, while meeting the customer commitments in a professional, high quality and timely manner. 

Position Responsibilities

• Operations:
  • Print and prepare agreement performance reports for review with identified exceptions
  • Manage changes and notes identified by service technicians on tasking using findings log
  • Identify dirty dozen agreement performs and fill in metrics with cause and resolution
  • Review project status reports and identify exceptions
  • Maintain manpower planning report
  • Assist in scheduling customer meetings and follow up
  • Assist Service Manager(s) in handling customer concerns either through CARE or direct from customer
  • Service Warranty follow up through the use of QAFs
  • Maintain Refrigeration tool inspection tracking
  • Schedule technician physicals and fit testing
  • Maintain training requirement tracking
  • Maintain Hazardous Response equipment
• Contract duties:
  • Prepare renewal spreadsheet and attend renewal meetings taking notes as needed
  • Meet monthly with Service Manager(s) to complete “Renewal Checklist” for each customer renewing
  • Work with Service Managers to update Refrigeration maintenance agreement contracts and tasking as necessary to ensure everything is up to date and accurate
  • Populate tasking schedule for all agreements
  • Request Customer POs for PM agreements
  • Task, monitor, and review all subcontractor work, oil analysis and vibration reports to internal and external customers
  • Maintain all records for Safety Relief Valves, NH3 Sensor Calibrations, Valve Maintenance and IIAR 109 reports
  • Assist Service Manager in new agreement start up and add/delete process (Enter Equipment & Task in Perfectware)
  • Update and Monitor “New Agreement Checklist”
  • Update and Monitor “Refrigeration Agreement w/Tech Hours spreadsheet
• Project duties:
  • Work with Refrigeration service sales and Refrigeration service manager to add new equipment from projects to new or existing maintenance agreements
• Other duties and responsibilities as assigned