Operations Service Administration

POSITION SUMMARY:

Working under the direction of the VP of Operations, the Service Administrator will provide support to the Service Department with the goal of streamlining service department operations, enhancing customer satisfaction, and driving operational efficiency. The Service Administrator is responsible for managing warranty claims, analyzing service data, and overseeing billing processes. This role is crucial in ensuring efficient service operations and maximizing warranty reimbursements.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Assist the VP of Operations in all duties required to effectively meet Service Department goals
• Supervise service order billing, and track work progress as required
• Assist in procuring documentation, parts, and service literature to support Service Department needs
• Manage purchase orders, vendor accounts and expense sheets/submissions
• Coordinate PO requests with customers and communicate ongoing work with customers as required
• Review invoices for accuracy and work with accounting to process invoices
• Assist in overseeing rental check in and return processes
• Work with the sales team to coordinate and track machine expenses related to service
• Operate the various digital database systems associated with employee pay, hours, service notes and service orders as directed
• Work closely with manufacturers to process warranty claims
• Manage billing processes for service work and warranty reimbursement
• Generate and analyze reports on service performance and warranty trends
• Assist in developing strategies to maximize warranty recovery and minimize costs
• Assist in overseeing rental check in and return processes
• Operate the various digital database systems associated with employee pay, hours, service notes and job orders as directed
• Ensure close attention to detail and accuracy in work
• Meet deadlines and complete assignments in a timely fashion.
• Other duties as assigned

QUALIFICATIONS

• Associate or bachelor’s degree in business administration or related field preferred
• 2-3 years’ relevant experience in logistics, service support, warranty administration or similar role
• Experience in the heavy construction industry, a plus
• Must pass the required background check
• Possess a high level of customer service at all levels of customer organization
• Strong PC skills including MS Office (Word, Excel, Outlook and PowerPoint)
• Good judgment and decision-making skills
• Demonstrates organizational, analytical, and time management skills
• Good written and verbal communication skills.
• Strong work ethic and integrity and ability to perform well in a team environment.
• Meet deadlines established by the Service Manager
• Accept accountability for actions taken
• Good written and verbal communication skills
• Spanish language skills are a plus.

PHYSICAL AND WORKSITE ENVIRONMENT:

• The physical and worksite demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to: talk and hear, stand, sit, walk on both paved and uneven surfaces; use hands to finger, handle, or feel; and reach with hands and arms.
• Lift and/or move up to 30 pounds
• Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus
• Able to sit for long periods at a time
• The noise level in the work environment is usually moderate.

THE ABOVE STATEMENTS are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills.