Artfox · 2 hours ago
Service & Permit Administrator - $20-23ph + Benefits
Cape Coral,FL,US
Full-time
Onsite
Entry Level
$20/hr - $23/hr
2+ years expArtfox is seeking a Service & Permit Administrator to act as the primary contact between customers, field technicians, and management. This role involves scheduling and dispatching service calls, managing work orders, and ensuring customer satisfaction and operational efficiency.
Art
Responsibilities
Create, review, and close out work orders in FieldEdge
Verify job details (customer information, equipment, warranty, maintenance agreements)
Ensure accurate coding for labor, parts, and warranties
Collect and enter purchase orders or authorization numbers when required
Apply for and track permits for HVAC installations, replacements, and service jobs
Communicate with municipalities to ensure timely permit approvals and inspections
Maintain organized records of permit status, expirations, and follow-up requirements
Assign and dispatch service technicians based on skill set, availability, and location
Monitor technician workloads and adjust schedules to maximize efficiency
Track work orders in FieldEdge (or equivalent CRM/dispatch software)
Maintain a daily/weekly service calendar
Answer inbound service calls, emails, and portal requests from customers
Schedule service appointments, providing accurate arrival windows
Communicate with customers regarding delays, reschedules, and service updates
Handle customer concerns promptly and escalate issues to the Service Manager as needed
Register warranties for new installations with manufacturers
Ensure warranty documentation is complete, accurate, and provided to customers
Track expiration dates and warranty terms for future service coordination
Create, renew, and track residential or light commercial maintenance agreements
Follow up with customers about expiring or lapsed agreements
Coordinate with technicians and customers to schedule maintenance visits
Assist with timecard verification and approval for assigned service technicians
Maintain records of service agreements, preventative maintenance schedules, and recurring visits
Generate daily, weekly, or monthly service performance reports
Support billing and collections by ensuring all documentation is complete and timely
Provide technicians with job details, directions, and special instructions
Track technician progress and support them with parts ordering, job notes, or customer communications
Coordinate with warehouse and parts team to ensure required materials are available
Facilitate communication between the service team and management
Qualification
Required
2+ years' experience in HVAC, plumbing, electrical, or a service-based industry
Strong administrative, scheduling, and customer service skills
Experience with service software and/or CRM tools
Attention to detail and ability to manage multiple priorities
Professional communication skills—both written and verbal
Organized and process-oriented
Strong multitasker and communicator
Problem-solver with a customer-first mindset
Comfortable with compliance and documentation
Team player who can work across departments
Ability to remain calm and professional in fast-paced situations
Preferred
Familiarity with permit processes and local municipality requirements
Knowledge of HVAC systems and terminology is a plus
Benefits
Benefits
Company
Artfox
Artfox is an online platform allowing professionals, groups and companies to expand their opportunities in the art industry.
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase