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Service Administrator

Position Summary

The Service Administrator performs a wide range of clerical and administrative duties that support the Service and Aftermarket teams. This role serves as a key liaison between customers, service technicians, and internal departments, ensuring service requests, parts orders, and customer needs are handled accurately, efficiently, and with exceptional customer service.

Essential Duties and Responsibilities

• Schedule service calls as needed and maintain the service calendar

• Create and maintain customer accounts for service calls and parts orders

• Provide administrative support to the sales department as needed

• Retrieve and distribute parts and service invoices for customers

• Assist the Aftermarket Service Manager with service travel coordination

• Respond to customer inquiries promptly via phone and email

• Create, update, and maintain the customer library and service records

• Review, copy, and submit weekly service technician expense reports

• Prepare reports, letters, routine correspondence, and research information as requested

• Support service parts procurement and coordination

• Guide customers in selecting appropriate service contracts and preventative maintenance programs

• Process credit card transactions for parts orders and service calls

• Promote a positive, respectful, and customer-focused work environment for employees, vendors, and customers

• Perform additional duties as assigned

Education and Experience

• High School Diploma or GED required

• Minimum of two (2) years of recent experience supporting work order administration and/or parts repair support processes

Knowledge, Skills, and Abilities

• Strong time management skills with the ability to manage cost, effort, and priorities efficiently

• Excellent verbal and written communication skills

• Proven ability to multitask in a fast-paced environment

• Strong attention to detail and organizational skills

• Commitment to delivering excellent customer service

• Ability to work independently while also following direction on assigned tasks

• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint); familiarity with ERP and CRM systems is a plus

Physical Demands

• Regularly required to stand and frequently walk

• Frequent use of hands for handling, reaching, and operating office equipment

• Occasional sitting, climbing, balancing, stooping, kneeling, crouching, or crawling

• Ability to occasionally lift and/or move up to 25 pounds

• Vision requirements include close vision, distance vision, peripheral vision, and the ability to adjust focus

Work Environment

The work environment is typically moderate in noise level and may include periodic exposure to moving mechanical parts. This position requires the ability to pass a competency test, pre-employment drug screening, and background check. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

Service Administrator

Position Summary

The Service Administrator performs a wide range of clerical and administrative duties that support the Service and Aftermarket teams. This role serves as a key liaison between customers, service technicians, and internal departments, ensuring service requests, parts orders, and customer needs are handled accurately, efficiently, and with exceptional customer service.

Essential Duties and Responsibilities

• Schedule service calls as needed and maintain the service calendar

• Create and maintain customer accounts for service calls and parts orders

• Provide administrative support to the sales department as needed

• Retrieve and distribute parts and service invoices for customers

• Assist the Aftermarket Service Manager with service travel coordination

• Respond to customer inquiries promptly via phone and email

• Create, update, and maintain the customer library and service records

• Review, copy, and submit weekly service technician expense reports

• Prepare reports, letters, routine correspondence, and research information as requested

• Support service parts procurement and coordination

• Guide customers in selecting appropriate service contracts and preventative maintenance programs

• Process credit card transactions for parts orders and service calls

• Promote a positive, respectful, and customer-focused work environment for employees, vendors, and customers

• Perform additional duties as assigned

Education and Experience

• High School Diploma or GED required

• Minimum of two (2) years of recent experience supporting work order administration and/or parts repair support processes

Knowledge, Skills, and Abilities

• Strong time management skills with the ability to manage cost, effort, and priorities efficiently

• Excellent verbal and written communication skills

• Proven ability to multitask in a fast-paced environment

• Strong attention to detail and organizational skills

• Commitment to delivering excellent customer service

• Ability to work independently while also following direction on assigned tasks

• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint); familiarity with ERP and CRM systems is a plus

Physical Demands

• Regularly required to stand and frequently walk

• Frequent use of hands for handling, reaching, and operating office equipment

• Occasional sitting, climbing, balancing, stooping, kneeling, crouching, or crawling

• Ability to occasionally lift and/or move up to 25 pounds

• Vision requirements include close vision, distance vision, peripheral vision, and the ability to adjust focus

Work Environment

The work environment is typically moderate in noise level and may include periodic exposure to moving mechanical parts. This position requires the ability to pass a competency test, pre-employment drug screening, and background check. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.