Service Admin

Job Description

The Service Admin at Phoenix Water Solutions (via Ensure Partner) plays a key role in ensuring smooth day-to-day coordination between field technicians, project managers, and administrative teams. This position supports multiple operational areas including scheduling, reporting, invoicing, and communication management.

The Service Admin is responsible for maintaining accurate data across ServiceTitan, FastField, Paylocity, and HubSpot, ensuring timely updates, seamless technician scheduling, and precise financial documentation. This role directly supports the Field Operations and Management teams to help meet project goals efficiently and with accuracy.

Key Responsibilities

• Team Coordination: Facilitate daily communication and collaboration among technicians and management by leading huddles, tracking updates, and ensuring alignment with project objectives.
• Scheduling Support: Build, maintain, and adjust technician schedules to optimize resource allocation, minimize downtime, and ensure timely project completion.
• Administrative Reporting: Prepare and maintain accurate reports, trackers, and documentation—including end-of-day reports, audit submissions, and goal updates.
• Time & Payroll Assistance: Verify and compile technician timesheets, ensure accuracy of Paylocity journals, and coordinate with HR and Accounting for payroll readiness.
• Invoice & Financial Coordination: Process and submit invoices, purchase requests, and expense reports according to established procedures and deadlines.
• Technology Oversight: Serve as the first point of contact for resolving or escalating issues related to operational platforms such as ServiceTitan, FastField, and Paylocity.
• Communication Management: Manage daily email correspondence, ensuring timely responses and professional communication with internal teams and external stakeholders.
• Travel & Logistics Coordination: Arrange travel logistics and project-related accommodations for technicians and field personnel.
• Performance Tracking: Maintain up-to-date project planners, scorecards, and weekly progress reports to support departmental and company goals.
• Cross-Department Collaboration: Coordinate with Construction, Accounting, and HR departments to ensure smooth flow of project data, reports, and administrative processes.

Qualifications

• Bachelor's degree in Business Administration, Operations, or a related field (preferred)
• 2–4 years of experience in administrative operations, service coordination, or field support
• Experience using ServiceTitan, FastField, Paylocity, and HubSpot required
• Strong attention to detail and data accuracy
• Excellent written and verbal communication skills
• Ability to multitask, prioritize, and manage time efficiently in a fast-paced environment
• Prior remote work experience preferred
• High level of integrity, ownership, and accountability
• Available to work full-time on Pacific Standard Time (PST)
• We conduct background checks. Submission of a valid NBI Clearance is required upon onboarding.

Why Join Us?

Become a valuable part of our growing operations team and help us deliver a smooth candidate experience across accounts. Whether you're supporting Phoenix Water Solutions or internal hiring for Ensure Partner, your contribution will shape how we scale with quality and care.

• Please only apply for this role if you can commit to a Pacific Standard Time (PST) shift schedule.
• We use Time Doctor as our time-tracking tool.

Job Type: Full-time

Benefits:

• Fixed schedule
• Work from home
• Leave credits upon regularization
• HMO upon regularization

Schedule:

• 8 hours shift
• Monday to Friday
• Must be available in Pacific Standard Time (PST) hours
• Supplemental Pay:

Overtime pay

Hourly Rate: $6 - $8

Job Type: Full-time

Pay: Php52, Php70,400.00 per month

Benefits:

• Health insurance
• Life insurance
• Work from home

Experience:

• managerial: 3 years (Required)
• Remote Work: 3 years (Required)

Work Location: Remote