What are the responsibilities and job description for the Service Administrator position at Road Machinery and Supplies Co..?

Job Description

Road Machinery & Supplies Co. is searching for a Service Administrator to join its team at its Cedar Rapids, IA or Rochester / Byron, MN location. In this role, you will be responsible for managing all branch service work orders, data entry, payroll & branch administrative support. This position will be working closely with the Service Management team to ensure building the branch's profitability, and creating exceptional customer relationships that continue to keep Road Machinery & Supplies Co. the dealer of choice.

As a member of the team, you will enjoy :

Work Culture – RMS is family-owned and treats their team members right. RMS values long term relationships with our customers, vendors, and each other.
Career Opportunities – Experience a career with the support and encouragement to develop yourself and others.
Competitive Compensation Packages – Based on experience and other factors.
Full Benefits Package – Including medical, dental, life, 401(k), and vacation.
Stability and Reputation – RMS has been in business for 95 years and continues to grow.

Responsibilities :

Internal & Vendors

Create & post vendor purchase orders for outside parts and services and code to work orders

Receive and code vendor invoices for AP (Accounts Payable)

Work with AP(Accounts Payable) & AR (Accounts Receivable) on PO disputes, questions, or other misc. reimbursements

Set-up new vendors in partnership with purchasing, as needed

Contact credit for credit authorizations & new account set-ups

Service & Warranty

Open service work orders and segments utilizing Standard Jobs when available

Research warranty when opening a work order or when requested

Edit service reports to get them up to the professional standards expected

Adhering to the work order days to invoice expectation of 10 days or less

Request customer authorizations and customer purchase orders

Collect customer payments to include processing of credit card payments

Supports WIP management in conjunction with Service Manager and Shop Supervisor

Work with Sales to collect missing customer information

Process and submit warranty claims to internal warranty department

Administrative

Review and update employee’s daily time entries

Submit bi-weekly payroll to HR

Review and assist with employee’s credit card reports

Assist employees with travel arrangements

Assist with general branch administrative tasks as needed including

Qualifications / Skills :

Some mechanical aptitude; experience in heavy equipment, agriculture, or automotive required

Strong computer skills required, including Microsoft Office Suite

CDK Global operating system experience preferred, but not required

Demonstrated ability to work with all levels within an organization

Strong people leader who helps to develop his / her team through coaching and feedback

Excellent communication skills, both verbal and written

Excellent time management & organization skills

Ability to adhere to strict confidentiality when dealing with sensitive matters

Ability to multitask while paying attention to detail in a fast-paced environment

Ability to take the initiative to accomplish work with little or no supervision

Able to work responsibly, safely, and intelligently

Have the desire to take action, improve, and be appreciative

Possess the capability to engage with customers, co-workers, and vendors in a respectful manner

Personal Attributes : Creative Thinking, Conflict Management, Customer Focus, Integrity, Planning and Organization

Minimum Physical Requirements :

Push / pull up to 20 lbs

Lift / carry up to 20 lbs

Lift bulky objects

Standing, walking, using hands, talking, hearing, neck rotation, trunk rotation, stair climbing, ladder climbing, repetitive bending, kneeling, sustained squat, forward

About Road Machinery & Supplies Co.

Road Machinery & Supplies Co. is a distributor of construction and mining equipment with sales and support operations throughout the Upper Midwest. RMS is a multiline dealer, representing the best brands of construction equipment in the industry, including Komatsu, KPI-JCI, Epiroc, Sennebogen, Gomaco, LeeBoy, Roadtec, and Bomag.

At Road Machinery & Supplies Co. we understand our customers depend on our expertise, performance, and commitment to avoid downtime, lost production, and cost over-runs. Our employees are committed to providing the services, technical support, and product solutions that let our customers complete their projects on schedule and within budget, allowing their businesses to thrive. Equal Opportunity Employer.

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