Service Administrator

Job Purpose:

Under the general supervision of the Service Manager the Service Writer is accountable for supporting the Service Department through administrative tasks and customer relations.

Essential Job Functions:

• Enter vehicle data into the service database accurately and efficiently.
• Build positive customer rapport and customer relations.
• Maintain service database records by recording estimates, repairs, and corrective actions planned.
• Collect data and prepare reports in an accurate and efficient manner.
• Code and record invoices and receipts for purchases.
• Update customers on progress, issues, and supplements.
• Track technician time worked.
• Work closely with the Accounts Receivable department to process payments on work orders.
• Maintain safety records.
• Support the service department through administrative responsibilities.
• Manage time effectively and efficiently.
• Perform other duties as assigned.

Education & Qualifications:

• Must be at least 18 years old
• High School Diploma or GED required
• No experience required
• 1-3 years of related experience preferred

Required Skills:

• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Capable of working under direction with some supervision and receiving guidance as necessary.
• The ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.
• Ability to apply common sense understanding to carry out instructions and handle problems involving several variables.
• Basic personal computer skills including electronic mail, word processing, spreadsheet, graphics, etc.
• The ability to communicate information and ideas in speaking so others will understand.
• The ability to listen to and understand information and ideas presented through spoken words and sentences.
• The ability to arrange things or actions in a certain order or pattern, according to a specific rule or set of rules.
• The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
• The ability to handle multiple tasks simultaneously
• The ability to comply with safety and compliance policies.
• The ability to work effectively in a team environment.

Physical Requirements:

This position requires primarily sedentary physical activity performing non-strenuous daily activities of an administrative nature. While performing the duties of this position, the employee is regularly required to sit, stand, walk, talk, or hear. This position requires manual dexterity sufficient to constantly work with the fingers. The employee frequently is required to use hands and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include color, depth, distance, near, and peripheral vision as well as the ability to adjust focus.

Working Conditions:

While performing the duties of this job the employee is occasionally exposed to fumes. Employee is occasionally exposed to outside weather conditions. This position operates in a well-lit, heated and/or air-conditioned office environment with adequate ventilation. The noise level in the work environment is typically moderate and occasionally loud.