Service Administrator

About Us:

BW Converting Solutions is a strategic alliance of resources and services that bring together several Barry-Wehmiller companies — Paper Converting Machine Company (PCMC), Winkler Dünnebier (W D), STAX Technologies, Hudson-Sharp, Baldwin Technologies and Northern Engraving and Machine. These industry leaders offer trusted brands and innovative technologies in the design, manufacture, and service of high-performance converting and packaging machinery for the tissue, nonwovens, hygiene, bag-converting, mailing, and printing industries.

 

Barry-Wehmiller is a diversified global supplier of engineering consulting and manufacturing technology for the packaging, corrugating, sheeting and paper-converting industries. By blending people-centric leadership with disciplined operational strategies and purpose-driven growth, Barry-Wehmiller has become a $3 billion organization with nearly 12,000 team members united by a common belief: to use the power of business to build a better world.

 

Job Description:

The Service Administrator is responsible for ensuring accurate and efficient processing of service-related administrative tasks. This role involves managing timesheets, expenses, invoicing, and job costing using SAP and D365, as well as handling CRM case management and supporting the service team with documentation, billing, and reporting. The ideal candidate will have strong organizational skills, attention to detail, and the ability to work in a fast-paced environment.

ESSENTIAL FUNCTIONS:

Administrative & Financial Processing

• File technician reports and expenses in the correct week.
• Configure and extract times and expenses from D365 for job costing.
• Input times and expenses into SAP for cost posting.
• Process and send the weekly list of technician reimbursements to the designated personnel by Thursday morning.
• Manage invoice accruals in SAP for billing purposes and input amounts into D365.
• Reconcile credit card statements and ensure all service technician charges are accounted for.

Job & Work Order Management

• Set up job numbers in SAP (OIS, OIM, ISM, FSP, ST).
• Enter SAP job numbers into work orders in D365.
• Track weekly per diems and submit reports every 6-8 weeks.
• Manage MPS service-level agreements (SLA’s).

Invoicing & Accounting Support

• Collaborate with Accounting to manage service invoicing.
• Assist in parts invoicing when required and coordinate with the Parts Department as needed.

Communication & Coordination

• Answer incoming calls and direct them to the appropriate parties.
• Support service teams with document management and administrative tasks.
• Create part numbers and Bills of Materials (BOMs) for kits.

CRM & Case Management

• Set up and manage service cases in CRM.
• Approve technician time entries for cases.
• Close cases and determine if they are warranty-related, billable, or require courtesy customer service.

• Experience in service administration, accounting, or a similar role.
• Proficiency in SAP, D365, and CRM systems.
• Strong attention to detail and organizational skills.
• Excellent communication and problem-solving abilities.
• Ability to work independently and prioritize multiple tasks.
• Experience with invoicing, job costing, and expense tracking is a plus.

Preferred Qualifications:

• Prior experience in a service or technical support environment.
• Familiarity with financial reconciliation and reporting.
• Knowledge of service agreements and invoicing processes.

COMPETENCIES

• Customer Focus – Building strong customer relationships and delivering customer-centric solutions.
• Drives Results - Consistently achieving results, even under tough circumstances.
• Communicates Effectively - Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
• Optimizes Work Processes - Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
• Action Oriented – Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
• Collaborates – Building partnerships and collaborating with others to meet shared objectives.
• Decision Quality – Making good and timely decisions that keep the organization moving forward.

LEADERSHIP RESPONSIBILITY

This position does not directly supervise other team members.

WORK ENVIRONMENT/PHYSICAL DEMANDS

• Typically sits, grasps items and performs keyboarding for frequent operation of a computer
• Stand, walk, bend, reach or otherwise move about occasionally
• Lift, move or otherwise transfer items up to 30 lbs. occasionally
• Occasional exposure to typical machine shop physical hazards
• Travel by air or car occasionally

This job description has been designed to indicate the general nature and level of work performed by team members within this classification. It’s not intended to be construed as an exhaustive list of all responsibilities, duties and skills, and is subject to change at any time.

 

At Barry-Wehmiller we recognize that people come with a wealth of experience and talent beyond just the technical requirements of a job.  If your experience is close to what you see listed here, please still consider applying.  We know that our differences often can bring about innovation, excellence and meaningful work—therefore, people from all backgrounds are encouraged to apply to our positions.  Please let us know if you require reasonable accommodations during the interview process. ​

Barry-Wehmiller is an equal opportunity employer. M/F/D/V This organization uses E-Verify.

 

Applicants may be subject to pre-employment screening which may include drug screening, reference checks, employment verifications, background screening and/or skills assessments.

 

Company:

Winkler Dunnebier