Role summary
EMIT Technologies is seeking an organized Field Service Administrator and Scheduler to manage the administrative flow of field service work orders. This role involves creating and maintaining work orders, scheduling installations and services based on crew capacity and customer needs, and ensuring timely billing. You will coordinate with various internal teams and customers, track job progress, and identify areas for workflow improvement. The ideal candidate has experience in service administration or scheduling, strong attention to detail, and proficiency with data entry and communication tools.
Specific Role:
We’re looking for an organized, detail-oriented Field Service Administrator and Scheduler to keep EMIT Technologies’ field service work moving from first request to final invoice. In this role, you’ll own the administrative flow of field service work orders and build the installation and service schedule around approved crew capacity. You’ll work closely with the Field Service Coordinator, Supervisors, Warehouse, and the Field Service Manager to make sure jobs are entered accurately, scheduled with customer confirmation, and handed off cleanly so completed work gets billed on time.
Key Accountabilities:
Create work orders for approved field service work, verifying customer, site, unit, scope, and required dates
Maintain work order dates, assignments, documents, and status changes from creation through closeout using the approved system workflow
Reconcile system records with field updates, track missing information and aging orders, and follow up with the right owner
Maintain a forward schedule showing available, tentative, confirmed, and unavailable capacity by crew and region, including PTO, holidays, training, travel, and service commitments
Match approved installation backlog to open capacity based on customer PM windows, priorities, job duration, location, and supervisor-confirmed crew availability
Confirm install dates, customer shutdown windows, and site readiness while keeping a two- to three-month outlook that separates tentative holds from confirmed commitments
Notify displaced customers when a confirmed request creates a blackout, and fill cancellations with customer-approved make-ready or shut-in work when practical
Escalate priority conflicts or capacity shortages to the Field Service Manager
Gather material and documentation readiness updates from the Coordinator, Warehouse, and Supervisors, and flag unresolved items before dispatch
Publish schedules and job details, communicate changes to customers and internal teams, and send confirmed install dates to the Coordinator for ERP sales order updates
Track completed jobs and confirm closeout records (service report, photos, and customer signoff) are attached before handing off to the Coordinator for billing
Maintain a shared tracker covering work order and sales order references, missing documents, handoff dates, invoice status, and next action owner
Review open closeouts with the Coordinator and escalate overdue or blocked items to the Manager
Identify recurring scheduling or administrative issues and recommend improvements to records, communication, and workflow Qualifications:
Experience in service administration, dispatch, scheduling, or work order systems preferred
Familiarity with industrial field service is a plus
Strong organization, attention to detail, and follow-through
Proficiency with spreadsheets, email, and accurate system data entry
Clear, professional communication with customers and internal teams
Ability to juggle changing deadlines across multiple supervisors and crews
Comfortable working primarily in an office setting on the computer and phone, with occasional warehouse support as assigned We are an equal opportunity employer and welcome candidates from all backgrounds.
Pay Range$60,000—$70,000 USD
