Service Administration Specialist

We are looking for a motivated Service Administration Specialist to join our team.The Service Administration Specialist is responsible for performing vital administrative tasks across multiple locations, including the filing of warranty claims and serving as administrator of digital applications used by the service department. The Service Administration Specialist is also responsible for creating and maintaining written procedures with a focus on process improvement. This role will be instrumental in maintaining consistent service standards and facilitating effective communication with all departments.

Why Join Us?

• Highly competitive compensation.
• Incentive Program.
• Comprehensive benefits including Medical, Dental, Vision, and more. Plus, FSA & HSA options.
• Paid Time Off, Sick Leave, Paid Leave, and 8 Paid Holidays.
• Retirement package with a 4% company match.
• Employee discounts for personal auto purchases.
• Potential for significant career growth in a growing business.

What You'll Do:

• Review warranty paperwork submitted by service and parts personnel.
• File warranty claims to Komatsu and other manufacturers and ensure reimbursement is received.
• Train employees in the information required for successful warranty claim submission, with emphasis on the need for uniformity across all locations.
• Exhibit the corporate value of Ownership by monitoring and being accountable for warranty work orders on the service work in process report.
• Create and maintain training material relevant to warranty and digital applications.
• Analyze warranty processes and collaborate with front-line employees to identify areas of opportunity; implement process improvements.
• Instruct technicians on proper warranty paperwork and reporting methods.
• Create quotes for third party insurance coverage.
• Enter machine-specific warranty information in CDK, our ERP system.
• Act as Administrator for multiple digital applications used by warranty, service administration and service operations, including K View, LOAMS, Komatsu Academy, My Komatsu and KOMTRAX.
• Launch the Service Agreement module in CDK.
• Create and distribute bi-weekly Factory Campaign (FC) reports to ensure completion of all Mandatory FCs before expiration date. Work with Komatsu to source FC kits in a timely manner.
• Create and distribute weekly Komcare reports to ensure timely PM service for all machines in the program.
• Work closely with the Parts Inventory Control Coordinator, serving as backup when needed.
• Attend conferences and process improvement classes as assigned.
• Assist VP of Service and Parts Administration with numerous tasks and initiatives.
• Collaborate with VP of Service and Parts Admin to provide accurate, streamlined and meaningful reports to Service Coordinators and management
• • Last Labor to Claim
  • Reimbursement %
  • Warranty financial data
  • Others as assigned
• Work closely with service operations team to ensure timely closure of warranty work orders. The goal is < 7 days since last day of labor.
• Other duties as assigned.

What You'll Need:

• Detail-oriented and organized, with the ability to manage multiple priorities and meet deadlines in a changing work environment.
• Excellent written and verbal communication skills required.
• Ability to work independently and collaborate with a team.
• Skilled in using relevant software applications, such as Microsoft Office Suite and the organizations ERP.
• Possess expertise in creating and manipulating Microsoft Excel spreadsheets.
• Experience in successfully overseeing a team of people.
• Understanding of Company products (specifications, applications, operation, maintenance, structure/function, testing/adjusting, repair)
• Prior heavy equipment and/or repair shop experience desirable.
• Minimum of three years of related experience preferred.
• High School diploma or equivalent.