Service Administrator

Job purpose

The Service Administrator is responsible for overseeing all aspects of service-related processes for the service business. This role requires close coordination with the shop and other departments to ensure the timely completion of customer orders, accurate reporting, and efficient management of service and repair orders—from initial research and proposal to order receipt.

Duties and Main Responsibilities

Service Reports and Documentation:

• Create detailed service/repair technical reports for customers based on technician findings.
• Maintain accurate records of all service activities.
• Determine root cause of failure for customer reports.

Customer Service Excellence:

• Provide an exceptional customer service experience for representatives, and end-users.
• Respond promptly to business inquiries and technical clarifications from representatives and customers.
• Resolve product or service problems by identifying solutions, expediting corrections, and following up to ensure resolution.

Quoting and Order Confirmation:

• Prepare service or repair quotations based on shop inspection reports.
• Prepare formal quotations in line with the company’s pricing policies.
• Coordinate with administration to ensure the timely invoicing for completed work.
• Follow up of quotations with customers.

Field Service Support:

• Provide quotes for field service jobs and assist in coordinating resources for field operations.
• Collaborate with the field service team to ensure smooth execution of service tasks.

Administrative and Technical Support:

• Act as a technical center of excellence for the aftermarket pump and equipment product lines, promoting technology and application expertise.
• Support the service department by managing multiple quotations and tasks under time constraints and deadlines.
• Provide support for Parts quoting and/or picking if required.

Customer and Account Management:

• Maintain customer records, ensuring all account information is accurate and current.
• Promote and maintain positive relationships with customers and internal team members.

Qualifications & Experience

• High school diploma or equivalent required; additional education or certifications in business administration or a related field preferred.
• Experience in an administrative or customer service role, ideally in manufacturing or industrial settings.
• Strong organizational skills with attention to detail and the ability to manage multiple tasks simultaneously.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with ERP or CRM systems.
• Familiarity with pump manufacturing, parts, or industrial equipment is a plus.

*

Working conditions

This position will entail a combination of work at the Hidrostal office and customer site locations. While performing job duties, the employee may be exposed to fumes or airborne particles, moving mechanical parts, and typical site conditions. The noise level in the work environment is akin to a manufacturing setting, potentially requiring ear protection at times. Protective eyewear, appropriate clothing, and shoes suitable for a typical shop floor environment are mandatory, along with adherence to the safety requirements of any visited job site. You will also need safety training, electrical training, confined spaces training, and bloodborne pathogens training.

Physical requirements

While performing the duties of this job you will be regularly required to talk, stand, see and hear. This position is physically active and requires standing, walking, bending, kneeling, stooping, crouching, crawling, and climbing at times. You must frequently lift and/or move items up to 25 pounds (unassisted) and use lifting devices for larger items. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Job Type: Full-time

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $45,000 - $55,000