Administrative Services Specialist

P1 Service, LLC, is seeking an Administrative Services Specialist to service the Iowa area from our Ankeny, IA office.Join our P1 Team!P1 Service, LLC., part of the BCTS family of facility solutions providers, provides customers with the best in HVAC, mechanical, electrical, and plumbing service. Our turn-key solutions for all types of building solutions in a variety of markets has made P1 Service one of the top contractors in the nation. When you work for P1 Service, you'll be part of a culture that puts safety first, treats associates like family, and provides challenging work in a rewarding, energetic environment. P1 Service takes pride in maintaining a high standard of excellence along with an ethical and friendly business culture.P1 Service, LLC. is an equal opportunity employer. All qualified applicants will receive consideration for employment, regardless of status, including status as a protected veteran or as an individual with a disability.The OpportunityThe Administrative Services Specialist will utilize the Dispatching System to effectively maintain work schedules for Service Techs and assure that customer commitments are met. This includes dispatching Service Techs according to the schedule, receiving customer calls and adjusting schedule as required, successfully completing calls, and creating accurate completed call records ready to be priced and invoiced. They will also oversee the general administrative function and activities of the office.What Youll DoService Coordinator DutiesSchedule pm calls, emergency calls and dispatch assigned HVAC technicians Ensure schedule is up to date for all service technicians. Work with other Service Coordinators to maximize productivity and profitability of technicians Enter resolutions for assigned technician Take care of customer issues relating to assigned technicians and accounts within your realm of authority Post readings from tasking sheets as they are turned in and make changes or additions such as serial numbers, belt sizes and quantities, and filter sizes and quantities Check hours for assigned technicians payroll and confirm hours with technicians before payroll is run each week Responsible for ensuring that timecards are submitted to the payroll department each week by the deadline.Issue purchase orders as needed Issue new call service job numbers as needed Answer department service lines and answer other department phones as needed Deal with customers in a professional manner Assist in preparation of monthly tasking sheets as required Back up other Service Coordinators as required to cover vacations, lunch, illness, or otherCompose memos for field service techs as required Assist with report gathering, and departmental data entry as required Discuss scheduling/manpower issues informally on a daily basis and formally once a week to insure maximum productivity, profitability and customer serviceProject Coordinator DutiesSubcontractsCreation of Subcontracts, Payment apps, sub modsMaintain database of subcontract templatesDocument ManagementContract receipt, review, revisions, distribution for approval and submission back to client (Change Orders included)Processing Contracts for P1 Service locations if principal signatures are requiredObtain and store Certificates of InsuranceAssist in facilitating renewals w/ Lockton annuallyClose out documentation creationAssist in creation and tracking of SubmittalsApply for Permits as requiredAssist Project Manager in Bid process as neededUpdate and distribute Manpower schedule weeklyManage and maintain P1 Service Business and Master LicensesAssist General Manager and Operations Manager with special projectsOffice Management Duties Performs or facilitates maintenance of office equipment including cleaning, maintenance and repairsProvides clerical support when needed to assist clerical staff with assigned administrative duties such as answering phones, sorting and distributing mail, and preparing documentsMaintains inventory of office supplies; orders new supplies as neededOversees activities of the officePerforms other related duties as assignedRequirements and QualificationsRequired:High school diploma or equivalent is required. Preferred:Associates degree in any related fieldPrior dispatching or mechanical service/construction experience5 years minimum of related experiencePosition Type/Expected Hours of WorkThis is a full-time in office position. Local travel to various worksites may be required. Ready to Join Our Team?If you're passionate about building client relationships while delivering exceptional services, we want to hear from you!To Apply: Visit our website at

Created: 2025-11-03