The Administrative Team Lead serves as the primary point of contact for administrative staff and is responsible for leading the team’s day-to-day operations including filling gaps where needed to keep the team functional. This position will cover the South Territory (CST, MST and EST) including Texas, Louisiana, Georgia, Florida, Kansas, New Mexico and Tennessee.

Supervisory Responsibilities:

• Take direction from the National Manager to assure the team is successful in completing daily tasks and meeting department KPIs.
• Oversee the distribution and coordination of administrative tasks among team members.
• Fill in to support offices with heavier workloads or while administrative staff is out of the office.
• Lead and guide a team of 10-15 administrators to ensure seamless daily operations.
• Provide mentorship and support to team members, fostering a positive and productive work environment.

Duties/Responsibilities:

• Collaborate with Manager to assess daily workload and reallocation of assignments across branches.
• Coach and mentor team members in the following tasks:
  • Scheduling customers for service and confirming technician appointments.
  • Providing technicians with pertinent information related to service calls.
  • Ordering parts as required; ensure purchase orders (POs) are provided to appropriate stakeholders.
  • Tracking customer orders through the system while maintaining communication with the salesperson, customer, and technician.
  • Reviewing and submitting all service calls for invoicing, ensuring POs when needed, no pricing errors, and determining if follow-up appointments are necessary.
  • Processing quotes and closing opportunities.
  • Assisting customers via phone and email.
  • Reviewing past due accounts.
  • Processing customer payments via credit card.
  • Scheduling and tracking all in-house and manufacturer repairs.
  • Maintaining the customer database.
  • Ensuring all service paperwork is filed correctly and accessible as needed.
  • Maintaining price lists to ensure accurate quoting and billing for parts and service.
  • Serving as the local office contact for receiving and shipping parts.
  • Supporting new prospect/customer initiatives.
• All other duties as assigned.

Required Skills/Abilities:

• Strong supervisory and leadership skills.
• Team player with a positive attitude.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to prioritize tasks and to delegate them when appropriate.
• Strong analytical and problem-solving skills.
• Ability to function well in a high-paced and at times stressful environment.
• Ability to foster a collaborative and efficient work environment.
• Proficient with Microsoft Office Suite or related software.
• Knowledge of Salesforce and Navision or other ERP system.

Education and Experience:

• Must be at least 18 years of age.
• High school diploma or equivalent.
• At least two years related administration experience required.
• Experience mentoring, training, or coaching.
• Strong background in e3 service administrative functions.

Travel:

• 10% - Occasional travel to home office and annual conferences.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 25 pounds at times. 

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