Service Administrator

Service Administrator Position Summary The Service Administrator will be a member of the service team and will assist the service department with more tasks pertaining to the department’s operations and management. The position will report to the branch Service Manager.

Responsibilities Provide customer service to incoming customers and via phone/email

Collect, review, and count previous days’ timecards for mechanics to ensure accurate times are recorded

Input times/jobs/hours worked into batch labor in Extend Responsible for incomplete service work orders

Match write ups to appropriate work order (by color)
Input incomplete write-ups into appropriate text section

Add mileage or machine hours into section if applicable

Return all corresponding work orders into mechanic folders, responsible for completed service work orders

Input completed write-ups into appropriate text section

Check for any missing or attached pages, including PO’s, review to ensure all mileage information is in the appropriate section

Check accuracy to ensure there are no missing parts, or if any parts are to be added via write-up Check to see any parts are on back order, of so this must be communicated

Provide customer notification of completed work Receive receipt/invoice from accounting or service manager

Create purchase order for new invoice is applicable, add order part and total of invoice

If SUP is created, find corresponding workorder, receipt the purchase order, be sure 20% markup is needed

Attach completed PO to corresponding workorder/folder

Ensure workorder is complete, check if this customer is a Tyler or BPEnsure accuracy of customer information, verify if COD, PO or net 30 customer

Ensure warranty work orders are completed with all information required; check list is complete, warranty coverage is added and type of warranty, be sure mechanics have completed their write-ups and hours are accounted for Enter all information into Extend; scan claim submittance to warranty department

Follow up with mechanics on any missing or incomplete documentation

Responsible for oil and fuel boards

Additional duties as assigned by manager

Job Qualifications Must have strong attention to detail

Possess problem solving skills

Possess strong customer service skills

Ability to bend, twist or stand for long periods of time

Must be able to lift 50 lbs. or more

Must be detail orientated, posses a strong work ethic

Must be able to pass a drug and background screening

Program Proficiencies Microsoft Office Suite

Experience with Extend Knowledge of Power BIEducation and Experience

Experience with working in a service department

High School diploma or equivalent
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