Armock Mechanical Contractor
Customer Service Representative
Armock Mechanical Contractor, Lansing, Michigan, United States
Armock Mechanical Contractors is family owned and operated and has been in business for over 40 years. As West Michigan's leading mechanical and design build company, we are seeking a detail-oriented and enthusiastic Customer Service Representative to join our team. We offer a competitive pay and comprehensive benefits package designed to support our employees' well‑being and professional growth. In this role, you’ll support both our customers and our field technicians by helping coordinate service calls, process invoicing, and ensure smooth day‑to‑day operations behind the scenes. If you’re someone who thrives on variety, takes the initiative, and enjoys being a dependable go‑to for your team — we’d love to hear from you.
Primary Responsibilities
Process and issue customer invoices for service calls, preventive maintenance (PMs), backflow testing, and other work in a timely and accurate manner to prevent backlog.
Answer and route incoming calls, assisting with coverage when the dispatcher is unavailable.
Answer and route incoming calls, assisting with coverage when the dispatcher is unavailable
Verify completed jobs and ensure accurate documentation prior to invoicing.
Maintain invoicing workflow in real time to support pricing structure, optimal profit margins, and accurate reporting.
Send completed invoices to customers and prepare for the accounting department for entry into Sage.
Assist with managing inventory in the service warehouse and on service vans, including coordinating purchase orders for parts and tools.
Work with the office team on inventory reconciliation and tracking for Sage (or other systems as needed).
Review technician timesheets for accuracy and support service payroll processes.
Coordinate and follow up on manufacturer warranty claims, ensuring all required documentation is submitted and repairs are processed in a timely manner.
Provide administrative support to the Service Manager, as well as inside and outside sales teams as needed.
Communicate with customers, technicians, and team members in a positive and professional manner to ensure smooth service operations.
Serve as a backup to the dispatcher when needed to ensure seamless service department operations.
Perform other duties assigned by the Service Manager.
What we're looking for
2+ years in customer service or administrative support preferred
Friendly and professional presence both in person and over the phone
Reliable, self‑motivated, and a team‑focused mindset
Ability to multitask and communicate effectively with both customers and team members.
Experience in the HVAC commercial trade, or service-based industry, is a plus
Strong attention to detail and organizational follow-through
Experience with service-based software (Service Trade experience is a plus)
Excellent time management and problem‑solving skills
Experience with scheduling, invoicing, or inventory management is preferred
Comfortable using digital tools and learning new systems
Willingness to grow with the role and take on new responsibilities
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Primary Responsibilities
Process and issue customer invoices for service calls, preventive maintenance (PMs), backflow testing, and other work in a timely and accurate manner to prevent backlog.
Answer and route incoming calls, assisting with coverage when the dispatcher is unavailable.
Answer and route incoming calls, assisting with coverage when the dispatcher is unavailable
Verify completed jobs and ensure accurate documentation prior to invoicing.
Maintain invoicing workflow in real time to support pricing structure, optimal profit margins, and accurate reporting.
Send completed invoices to customers and prepare for the accounting department for entry into Sage.
Assist with managing inventory in the service warehouse and on service vans, including coordinating purchase orders for parts and tools.
Work with the office team on inventory reconciliation and tracking for Sage (or other systems as needed).
Review technician timesheets for accuracy and support service payroll processes.
Coordinate and follow up on manufacturer warranty claims, ensuring all required documentation is submitted and repairs are processed in a timely manner.
Provide administrative support to the Service Manager, as well as inside and outside sales teams as needed.
Communicate with customers, technicians, and team members in a positive and professional manner to ensure smooth service operations.
Serve as a backup to the dispatcher when needed to ensure seamless service department operations.
Perform other duties assigned by the Service Manager.
What we're looking for
2+ years in customer service or administrative support preferred
Friendly and professional presence both in person and over the phone
Reliable, self‑motivated, and a team‑focused mindset
Ability to multitask and communicate effectively with both customers and team members.
Experience in the HVAC commercial trade, or service-based industry, is a plus
Strong attention to detail and organizational follow-through
Experience with service-based software (Service Trade experience is a plus)
Excellent time management and problem‑solving skills
Experience with scheduling, invoicing, or inventory management is preferred
Comfortable using digital tools and learning new systems
Willingness to grow with the role and take on new responsibilities
#J-18808-Ljbffr