Overview
Service Administrator Jobs in Harvard, IL at Hartwig Mechanical, Inc.
Job Description
Billing & Accounts Receivable
- Prepare and process service invoices, including time-and-material and contract billing
- Track outstanding balances and assist with accounts receivable follow-up
- Support AIA billing documentation and submission processes
- Ensure billing accuracy and compliance with customer requirements
Administrative Support
- Maintain accurate service records and daily data entry
- Prepare sales reports and compliance-related documentation
- Organize and manage digital and physical service records
Technician & Field Support
- Assist technicians with service forms, reports, and job documentation
- Compile service summaries and closeout documents
- Support onboarding activities for new technicians
Customer Service
- Respond to customer questions regarding billing, service details, and documentation
- Assist in resolving customer concerns professionally and efficiently
- Request and manage Certificates of Insurance (COIs) for projects and customers
- Coordinate with internal teams to support quotes, estimates, and project documentation
Process Improvement
- Help identify opportunities to improve efficiency and administrative workflows
- Support standardization of service department processes and documentation
Qualifications
§ High School diploma minimum, some college preferred.
§ 1-2 years’ experience in an administrative position is preferred for the job.
§ 1-2 years’ experience in customer service preferred
- Experience in mechanical, construction, or service industries is a plus
- Billing, accounts receivable, and AIA documentation experience preferred
- Strong organizational and multitasking abilities
- Excellent communication and customer service skills
- Proficiency in Microsoft Office and service management software
- High attention to detail and accountability
Benefits
Why Join Hartwig Mechanical?
- Supportive and team-oriented environment
- Opportunity to grow within a respected mechanical service company
- Fast-paced role with variety and daily collaboration
- Competitive pay and benefits package
§ 401(k)
§ 401(k) matching
§ Dental Insurance
§ Health Insurance
§ Vision Insurance
§ Paid Vacation
§ Paid Holidays
Job Type: Full-time
Pay: $60,000.00 – $70,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Ability to Commute:
- Harvard, IL 60033 (Required)
Ability to Relocate:
- Harvard, IL 60033: Relocate before starting work (Required)
Work Location: In person
Title: Service Administrator
Company: Hartwig Mechanical, Inc.
Location: Harvard, IL
