What are the responsibilities and job description for the Service Administrator position at Gregory Poole Equipment Company?
PRIMARY FUNCTION:
This position provides key support for service customers’ satisfaction and maintains vital administrative operational responsibilities for the entire branch.
ESSENTIAL DUTIES:
Sets up new customer, customer updates and machine pop information.
Identifies and routes appropriate warranty documents to the warranty department.
Applies contractor invoices to work orders and assist with contractor invoicing.
Issues, codes, approves and receives purchase orders using on-line system. Bills outside purchases to work orders.
Opens, reviews, updates, and closes work orders.
Assist in ensuring service and parts areas are neat and clean.
Verify time accuracy and make corrections as needed (wip & non wip). Provides ongoing coaching to Technicians regarding errors.
Calculates meal and outside purchase expenses. Maintains Concur expense accounts, bills to work orders, codes for payment and routes to Service Manager for approval.
Maintains manual absentee calendars for all service personnel and the Service Manager.
Updates computer records for vacation/sick/personal business leave for non-exempt and exempt service department personnel.
Assist fellow employees with routine personnel matters/changes, Credit Union transactions, computer password and Ceridian Self Service.
Types correspondence, quotes, records, completing forms, reports, etc. Maintains department files.
Receives mail and distributes.
Maintains petty cash and office machines and supplies.
Miscellaneous: Distribution of print out reports to branch, travel expense reporting, assist Service Manager and others with projects as needed.
Customer Service
Answers telephone for service department routes calls to appropriate personnel. Ensures excellent customer relations by resolving telephone or direct request, issues or concerns.
Accepts and coordinates customer inquiries and requests (phone, walk-in or mail) for machine repair/service.
Manages or resolves customer’s service complaints and problems to the best customer satisfaction level possible.
Serves as a liaison between departments and branches such as engine transportation, engine repair, transmission repair, etc.
MINIMUM REQUIREMENTS:
Education:
High school diploma.
Work Experience:
Two years working experience in similar administrative related position.
Physical:
Must be able to work for long periods while seated. Must have ability to clearly communicate with customers on the phone or in person.
Other:
Good customer relations is a must.
Pleasant personality
Must be PC literate with an intermediate skill level with keyboarding and word processing software (preferably Microsoft).
This job description is not intended to be all-inclusive. Your supervisor may request and assign you similar duties. Any major modification of this job role requires Human Resources approval.
