Service Administrator

Service Administrator

Up to $60,000 yearly | Memphis, TN

At Mechanical Systems Company, we believe strong teams build strong careers. As a growing HVAC and mechanical services provider, we invest in people who want more than just a job - those who are looking to develop their skills, take on new responsibilities, and grow within a stable, long-term organization.

We're currently adding a Service Administrator to our Memphis, TN office. This role is a great opportunity for someone who enjoys working with customers, is confident on the phone, and wants to build a career in operations, coordination, or service management.

About the Role

This position blends customer interaction with operational support and administrative responsibilities. You'll be a key part of keeping service operations running smoothly while developing valuable skills across multiple areas of the business.

• Customer communication - handling inbound/outbound calls, scheduling service, and maintaining strong client relationships
• Vendor and subcontractor coordination - working with external partners and field teams to ensure timely service delivery
• Administrative and data work - entering and maintaining service agreements, assisting with billing, and working with spreadsheets and internal systems

This is a hands-on role that offers exposure to multiple aspects of the business-ideal for someone who wants to grow into higher-level administrative or operations positions over time.

What You'll Gain

• Clear opportunities for advancement within a growing company
• Experience working across service operations, customer relations, and project coordination
• Ongoing training and skill development
• A team environment where your contributions are visible and valued

Compensation and Schedule

• Hours: Monday through Friday, 7:00 AM - 4:00 PM
• Salary: Up to $60,000 annually, depending on experience

What We're Looking For

• High school diploma or equivalent required
• 2+ years of experience in service coordination, administrative support, or a related role
• Strong communication skills with a professional and confident phone presence
• Experience working in a similar industry (HVAC, construction, plumbing) is a plus
• Detail-oriented mindset with accuracy in data entry and documentation
• Ability to stay organized and manage multiple priorities
• Experience with service management platforms (ServiceTitan, FieldEdge, etc.) preferred
• Proficiency in Microsoft Office, particularly Excel
• Team-oriented attitude with the ability to collaborate across departments

What We Offer

• 100% employer-paid medical coverage for employees

• Dental and vision plan options

• Monthly wellness allowance (up to $50)

• Company-paid life and short-term disability insurance

• 401(k) with company match up to 3%

• Paid time off package including:

• Vacation (1-2 weeks in year one based on experience)

• 6 paid holidays

• 5 sick days annually

• Supportive team culture with company events and a collaborative work environment

What You'll Be Doing

• Oversee and maintain preventative maintenance agreements, ensuring all services are scheduled and completed on time
• Serve as a point of contact for customers, addressing questions and ensuring satisfaction
• Coordinate scheduling and communication between technicians, subcontractors, and internal teams
• Maintain accurate records, contracts, and service documentation
• Assist with invoicing, billing processes, and cost tracking
• Use spreadsheets and internal systems to monitor performance and track service activity
• Provide reporting and updates to leadership as needed
• Support ongoing customer engagement and retention efforts

Work Environment

This is primarily an office-based role with occasional exposure to field operations. Candidates should be comfortable in a fast-paced environment that combines communication, coordination, and detailed administrative work.

Candidates will be required to pass a background check and drug test upon being given a conditional offer of employment.