Service Administrative Assistant

Who We Are

OWL Services is the premier sales, installation, program management and service provider to retail, commercial, fleet, aviation and marine, and emergency power generation companies across the U.S.

With 33 offices and distribution centers and more than 1,400 field service professionals, OWL delivers on a service platform that includes construction, compliance and testing, maintenance and repair, modernization and re\-imaging, and EV charging solutions to keep businesses and people moving 24 hours a day, 7 days a week, 365 days a year.

OWL Services’ companies have received numerous awards over the years for exemplary customer service. Most recently it was the recipient of EVgo’s Deployment Excellence Award in its first\-ever class of awardees in the National EV Charging Recognition Program.

Come join us! For more information visit OWLServices.com and follow us on LinkedIn. Role Summary

The Service Administrator supports the Service Department by handling all administrative, scheduling, timekeeping, and customer‑communications tasks that keep daily operations running smoothly. This role ensures accurate documentation, timely follow‑ups, compliance with customer requirements, and efficient coordination between technicians, dispatch, and leadership.

Core Responsibilities

Timekeeping \& Timecard Management (60%)

• Review daily technician time entries for accuracy and completeness.
• Make timecard revisions based on approved requests (PTO adjustments, per diem, on call allowance).
• Ensure all entries are aligned to the correct work order, service call, or project.
• Track exceptions (late punches, missing entries, meal violations) and notify technicians/managers.
• Support pay‑period close by preparing accurate data for managerial approval.
• Support field technicians with mobile time clock issues.
• Provide quick\-reference guides and refreshers (e.g., mobile app instructions, overtime rules, how to submit corrections).

Customer Portal Management (10%)

• Maintain and update customer‑specific service portals (e.g., status updates, documentation uploads, technician notes).
• Monitor customer portal notifications and ensure compliance with customer SLAs.
• Verify that all service events meet customer requirements before closing out jobs.

Service Call Follow\-Up \& Coordination (10%)

• Monitor all open and pending service calls and ensure that no call goes unattended.
• Follow up with customers, vendors, or internal teams to gather missing information or approvals.
• Follow up with the warehouse on pending materials and update job status accordingly.
• Document communication and status updates in the service system.
• Notify managers of any ageing or high\-priority pending calls.

Occasional Dispatching Support (10%)

• Assist with dispatching.
• Assign technicians based on skills, territory, workload, and customer requirements.
• Communicate job details, priority levels, safety requirements, and special instructions to technicians.
• Ensure emergency or high‑priority calls are escalated appropriately.

Administrative \& Operational Support (10%)

• Assist with new job creation, customer account setup, and file management.
• Support Service Manager with reports, schedules, and KPI tracking.
• Prepare daily or weekly operational summaries (open jobs, portal issues, incomplete timecards).

Compensation and Benefits

• 10 Paid Holidays
• Flexible Time Off
• 401(k) Company Match
• Health, Dental, and Vision Insurance
• HSA and FSA
• Disability \& Occupational Accident Insurance
• Company\-Paid Life Insurance Policy
• Employee Assistance Program (EAP)
• World\-class paid training program for you to learn the skills for long term career success.

Requisition \# 3654