What are the responsibilities and job description for the Branch Admin position at Pace Transportation Services?
Job Overview
We are seeking a highly organized and detail-oriented Service Administrator to join our team in the heavy truck, trailer, and upfitting industry. The Service Administrator will be responsible for managing and coordinating service appointments, maintaining accurate service records, and ensuring efficient and timely service delivery. In addition, this role involves working with Manufacturer's Statements of Origin (MSO) to ensure proper vehicle documentation, warranty processing, and customer satisfaction. The ideal candidate will have excellent communication skills, strong administrative capabilities, and a customer-focused approach.
Responsibilities and Duties
- Manage and coordinate service appointments for customers, ensuring that technicians are scheduled effectively and service is delivered on time.
- Ensure that all service-related documents, including the Manufacturer's Statement of Origin (MSO), are accurately recorded and available as needed for warranty or registration purposes.
- Serve as the first point of contact for customers, addressing inquiries related to service, repairs, and upfitting.
- Provide regular updates to customers regarding the status of their service requests and resolve any concerns or issues in a professional and efficient manner.
- Create, update, and close work orders in the system, ensuring all service details are documented, including parts, labor, and service milestones.
- Track the progress of service work to ensure timely completion and customer satisfaction.
- Process service-related invoices, ensuring accurate billing for parts, labor, and any additional charges related to service work.
- Handle customer billing inquiries and address discrepancies in a prompt and courteous manner.
- Maintain comprehensive service history records, ensuring all repairs, upfits, and service details are logged accurately for both internal use and customer reference.
- Ensure that warranty information, service history, and MSO details are updated and easily accessible for future service needs.
- Work closely with the parts department to ensure availability of necessary parts and supplies for upcoming service jobs, minimizing delays and ensuring smooth operations.
- Ensure accurate tracking of parts used for service, and manage the inventory of parts required for scheduled repairs or upfitting.
- Enter service-related data into company systems, ensuring that all records are accurate and up-to-date.
- Utilize service management software to monitor job progress and provide accurate reports on work completed.
- Reach out to customers following service completion to ensure satisfaction, gather feedback, and address any concerns.
- Use feedback to improve service quality and customer experience.
- Provide administrative assistance to the service team, including filing paperwork, organizing service records, and supporting office operations.
- Assist with the preparation and organization of service-related documentation as needed.
Skills and Qualifications
- Previous experience in a service administration role, preferably in the heavy truck, trailer, or upfitting industry.
- Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
- Excellent communication skills, both verbal and written, with a focus on customer service.
- Proficiency in service management software and basic office tools (Microsoft Office, etc.).
- Ability to handle invoicing, billing discrepancies, and warranty claims.
- Familiarity with the role of the MSO in vehicle registration, service, and warranty processes is preferred.
Physical Requirements
- Ability to sit for long periods, use office equipment (computer, phone), and occasionally lift up to 25lbs pounds (infrequently).
Why Work With us?
- Competitive Benefits (Medical, Dental, Vision, 401k with match & more!)
- Wellness Discount
- Generous PTO and Paid Holidays
- Parental Leave
- Employee Assistance Program (EAP)
- Employee Referral Program
- Kudos Rewards & Recognition
- Positive growing company culture
- Opportunities for upward mobility
Join Our Mission of “Glad to be Here” at HTI
Pace is a division of Hinton Transportation Investments, Inc (HTI). HTI is an industry leader in heavy duty truck and trailer parts industry and is a family-owned business with values centered around humility, consistency, and passion. With continuous growth and expansion nationwide, the company is eager to add new, talented individuals to the team! HTI has over 30 locations nationwide and globally and prides itself on internal upward mobility. HTI is not shy to reward or promote those who exhibit outstanding on-the-job performance, leading to more opportunities for YOU!
Pace is a division of Hinton Transportation Investments, Inc (HTI). HTI is an industry leader in heavy duty truck and trailer parts industry and is a family-owned business with values centered around humility, consistency, and passion. With continuous growth and expansion nationwide, the company is eager to add new, talented individuals to the team! HTI has over 30 locations nationwide and globally and prides itself on internal upward mobility. HTI is not shy to reward or promote those who exhibit outstanding on-the-job performance, leading to more opportunities for YOU!
HTI is an Equal Opportunity Employer.
