Branch Service Administrator

JOB TYPE: Full time

BRANCH: Boissevain MB

REPORTING TO: Service Sales Manager

A Branch Service Admin is a branch hybrid role of Service Writer and Branch Administrator duties. The primary scope of the role is to liaison between customers in need of repairs and the technicians in the department. They schedule maintenance and handle the appropriate paperwork. They also do reception relief and handle incoming calls to the branch and greet walk in customers. This position is to provide additional to support to Service Sales Managers and Parts Sales Managers in smaller stores without a dedicated support admin individual for each department.

Job Duties and Responsibilities Include:

• Daily/Monthly Deposits
• Manage and reconcile petty cash
• Create purchase orders in CDK
• A/R adjustments (daily review of late accounts, adjustments & reconciliation of accounts)
• A/P calls (incoming calls for copies of invoices & customer collection calls)
• Assist Service Sales Manager with Electronic Timecard submissions when need be.
• Process CNH Payments
• Appointment coordinator for branch staff (calendar management)
• “Go to” person for information and questions
• Manage and order office supplies
• Receive and distribute incoming mail
• Coordinate outgoing mail and couriers
• Coordinate internal and customer events
• Pull technicians field time sheets, enter time into the spreadsheet for payroll
• Go through completed work order and finalize work orders
• Get work orders signed off by Service Sales Manager
• Deal with customers directly; receive their dropped off equipment – open a work order – get all the information what the repair is, what type of account, must sign off on the initial paperwork
• Complete customer update calls
• Work with technicians to fix time on work orders
• Call customers once services are completed
• Administer the close out of the work orders
• Maintain and routinely check up on warranties
• Make and finalize PO’s, follow up
• Maintain WIP Excel spreadsheet
• Reception Relief/ Receive Branch Calls
• Dispatch technicians
• Assist in the timeline of tech work order life cycle. Ensure we’re not overpromising on jobs.
• Shop foremen – facilitate work order process timeline with the shop foreman.
• Field service techs – assistance with Service manager to ensure field tech milage is kept to a minimum so that it’ charged out properly on the work order.

• Arbitrarily coordinate foreman time is included in work orders, calculate and ensure no loss wages.

• Facilitating any internal work orders includes rental equipment.

Job Requirements and Qualifications Include:

• Exceptional phone etiquette
• Strong computers skills which includes knowledge of Word, Excel and Outlook.
• Understanding of basic accounting
• Document management and filing
• Customer Service Focused
• Ability to direct complaints appropriately
• Effectively directing all customer facing inquiries
• Strong understanding of organizational structure, RME dealer footprint
• Knowledge of Databases and CDK is an asset
• Strong technical skills
• Understanding of the agriculture or construction industry
• Understanding of health and safety best practices

We offer a comprehensive benefits package with flexible plans to suit your needs, along with an employee RRSP matching plan to all full-time employees. We are committed to empowering and investing in our employees to build and maintain relationships with the communities and businesses we serve, which is why we offer competitive salaries across all positions and family health days—six paid personal days for all employees each year.