About Perfection GroupWe believe a well-managed facility can transform our world. Perfection Group is an industry leader that designs, installs, and services mechanical and environmental systems focused on energy-efficient facility operations for commercial, industrial, and institutional customers. We are seeking a highly organized and customer-focused Area Sales & Operations Administrator to join our Indianapolis team. This position will play an important role in supporting our sales and operations teams by managing administrative processes, maintaining accurate customer and project information, coordinating contract renewals, assisting with project and customer communication, and helping ensure work moves smoothly from sales through operations. This is a cross-functional role that works closely with Sales, Operations, Projects, Purchasing, and Administration and reports directly to the Area Manager. What You'll DoSales & Customer Support- Manage the administrative process for new customer start-up, ensuring information is accurately transitioned from Sales to Operations.
- Support the new project start-up and handoff process between Sales and Operations.
- Assist the Project Sales team by gathering and organizing equipment lists, service history, asset information, and other customer data needed to develop opportunities.
- Maintain accurate customer information, contacts, phone numbers, and account information within company systems.
- Conduct periodic customer check-ins and follow-up communication as directed by Sales and Operations leadership.
- Help ensure internal and external customer requests are addressed accurately and in a timely manner.
Contract Renewal Administration- Manage the administrative process for customer contract renewals in partnership with Sales and Operations.
- Review contract costs and prepare renewal information for internal review.
- Update renewal pricing and supporting information following internal review.
- Prepare contract renewal documents and customer addendums.
- Schedule customer meetings when renewal discussions are necessary.
- Maintain accurate contract information and documentation within company systems.
- Assist with creating or updating contract records when supporting documentation is missing or incomplete.
Project & Operations Support- Perform a weekly costing audit to help maintain accurate job and project information.
- Review the Open Project Report weekly, identify required action items, and assist with customer communication and follow-up.
- Assist with job-cost-related parts ordering and tracking and help maintain a consistent process for those purchases.
- Support vendor management and vendor-related administrative needs.
- Assist with inventory-related data entry and record keeping.
- Prepare and review operational reports for accuracy, completeness, and efficiency.
- Assist Operations and Project teams with administrative projects and reporting as needed.
- Participate in scheduling and operations meetings as appropriate.
Technician Administration- Assist with technician uniform ordering and tracking.
- Process or coordinate technician expense reimbursements.
- Assist with technician-related administrative needs and record keeping.
- Help ensure technician documentation and administrative requests are completed accurately and in a timely manner.
Office Administration- Manage office, safety, break room, snack, and beverage supplies within an established budget.
- Help plan and coordinate office events, technician meetings, breakfasts, employee gatherings, holiday events, and similar activities.
- Assist with general office organization and administrative needs.
- Identify opportunities to improve administrative processes and help develop consistent procedures and workflows.
- Provide administrative support across Sales, Operations, Projects, Purchasing, and other departments as needed.
Backup Service Operations SupportThe Area Sales & Operations Administrator will be cross-trained to provide backup coverage for the Service Operations Support (SOS) function as needed. These responsibilities will primarily be owned and performed by the SOS position and are not expected to be part of the Area Sales & Operations Administrator's normal day-to-day responsibilities. - Assisting with technician scheduling and dispatching.
- Helping assign technicians based on availability, location, skill set, and customer needs.
- Creating and tracking purchase orders for service activities.
- Ordering and tracking service-call parts and materials.
- Assisting with maintenance filter ordering and management.
- Supporting weekly technician time verification.
- Tracking, verifying, and distributing technician-generated quotes to customers.
- Assisting with scheduled preventive-maintenance reviews, technician assignments, tasking, and account requirements.
- Helping coordinate technician response to emergency service calls.
- Assisting with safety training administration, scheduling, and record keeping.
- Assisting with technical training scheduling and tracking technician training requirements and completion.
- Assisting with other Service Operations Support responsibilities during absences, periods of high workload, or as business needs require.
What We're Looking ForThe ideal candidate is someone who enjoys being the person who keeps things organized, follows through, communicates well, and makes it easier for others to do their jobs effectively. - Have a strong customer-service mindset and enjoy working with both internal and external customers.
- Are highly organized and comfortable managing multiple priorities and deadlines.
- Take ownership of tasks and follow them through to completion.
- Have strong attention to detail and recognize when information doesn't look right.
- Communicate professionally and effectively by phone, email, and in person.
- Are comfortable working independently while also being part of a collaborative team.
- Enjoy improving processes and creating structure where a process may not yet exist.
- Can work effectively across multiple departments and personalities.
- Are comfortable learning and working within service-management, accounting, CRM, and other business software.
- Have strong problem-solving, time-management, and critical-thinking skills.
Position Requirements- High school diploma or equivalent required; Associate degree preferred.
- Previous administrative, sales support, operations support, project coordination, or similar experience preferred.
- Strong written and verbal communication skills.
- Strong organizational and time-management skills.
- Proficiency with Microsoft Office 365, including Outlook, Excel, PowerPoint, and Teams.
- Ability to learn company-specific CRM, service-management, and accounting systems.
- Strong attention to detail and commitment to accurate data and documentation.
- Customer-first approach and ability to work collaboratively across departments.
What Success Looks LikeA successful Area Sales & Operations Administrator will help create a more organized and connected operation by ensuring: - Sales-to-Operations handoffs are complete and accurate.
- Customer and contract information is current and reliable.
- Contract renewals are prepared and completed on time.
- Open projects and customer action items receive consistent follow-up.
- Sales and Operations teams have the information they need when they need it.
- Administrative processes are documented, repeatable, and continuously improved.
- Customers receive timely, professional communication.
- The primary Service Operations Support position has reliable backup coverage when needed.
Career GrowthThis position provides exposure to multiple areas of the business, including Sales, Operations, Projects, Purchasing, and Administration. As the role develops, there may be opportunities for increased responsibility and advancement within operations, sales support, project administration, or other areas of the organization.
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