Service Administrator - Mining

The Service Administrator coordinates service work orders from customer request through execution, invoicing, and closeout.

SUMMARY The Service Administrator is a key operational support role responsible for ensuring the efficient execution, administration, and commercial control of direct mining service activities, serving as a central coordination point between customers, field service personnel, operations, supply chain, procurement, finance, and management. The role ensures service work moves efficiently from initial customer request through planning, execution, work order control, payroll processing, procurement, invoicing, and final closeout, with a primary focus on operational excellence, accurate systems and processes, responsive customer service, and timely commercial recovery.

RESPONSIBILITIES

• Support the day-to-day administration and coordination of service operations, maintaining accurate service records within ERP and service management systems.
• Ensure established processes are followed for work order creation, planning, execution, invoicing, and closure, identifying bottlenecks and opportunities to improve efficiency.
• Act as a key administrative point of contact for customers, coordinating service requests and providing timely updates on service activities, purchase orders, documentation, and invoicing.
• Manage the complete administrative lifecycle of service work orders, from job setup and purchase order verification through labor, parts, travel, and expense allocation, technician documentation review, and timely closure.
• Review and process technician and service employee timesheets, validating regular time, overtime, travel time, and job coding, and ensure labor hours are correctly allocated across work orders.
• Create and manage purchase requisitions and purchase orders, verify supplier invoices against approved POs, and coordinate procurement of parts, tooling, rentals, subcontractors, and travel.
• Support planning and scheduling of technicians and service resources, including customer site requirements, travel, accommodations, and mobilization and demobilization of field personnel.
• Prepare service work orders for accurate customer invoicing, verifying labor, parts, travel, and commercial terms, and work with Finance to resolve invoice discrepancies and reduce aged work in progress.
• Track performance against key measures including work order accuracy and timely closure, WIP aging, invoice accuracy and billing cycle time, payroll and time-entry accuracy, and customer response and service levels.

REQUIREMENTS

• 3 to 5 years of experience in service administration, service coordination, operations, mining, heavy equipment, industrial services, or a related environment preferred.
• Experience with ERP, work order, purchasing, payroll/timekeeping, and invoicing systems.
• Understanding of field service operations and the relationship between labor, parts, expenses, work orders, and customer billing.
• Mining, construction, heavy equipment, or OEM/dealer experience considered a strong asset.
• Strong Microsoft Office skills, particularly Excel, Outlook, and Teams.
• Experience working with geographically dispersed field service teams is beneficial.
• Disciplined, process-driven approach with strong attention to accuracy, organization, and the ability to manage multiple priorities in a fast-moving environment.
• Strong communication skills, with the ability to work effectively across customers, technicians, management, procurement, and finance.