Administrator - Service

Position Summary

This position supports the service team with various administrative tasks to ensure smooth operations and high customer satisfaction.

Primary Responsibilities:

• Assist with comprehensive work-order administration tasks including opening orders, adding segments, uploading service reports/data, tracking reopens, entering SLAC notes, and flagging warranty or core issues for review.
• Gather and validate billing details, collect COD deposits, obtain customer POs, issue work-order purchase orders, and route approved invoices for payment; help set up new customer and vendor accounts.
• Provide customer support as issues arise, provide direction of issues for resolution by being main point of contact.
• Reconcile technician time and SIMS entries daily, prepare basic WIP and variance reports, and update employee/union/government or CI boards as directed.
• Support parts and vendor coordination by monitoring parts returns, core credits, and PO/vendor discrepancies.
• Maintain routine facilities and supply needs, log building-maintenance requests, order office/shop consumables, track uniform inventories, and ensure compliance logs are current.
• Provide frontline office coverage: answer phones as needed, rotate receptionist duties, main point of contact for uniform issues, schedule store events/food, and serve as HR liaison for forms and first-level employee questions.
• Serve as workgroup onboarding expert for new hires.
• Perform other clerical or administrative tasks as assigned to keep operations running smoothly.

No formal supervisory responsibilities.

• High School Diploma or equivalent
• 2 years of customer service experience in a shop environment

• 2 years of customer service experience with heavy equipment service.

• Strong communication skills including verbal and written with people at all levels of the company, customers, and outside vendors/consultants.
• Excellent customer service skills with the ability to meet and/or exceed customer expectations.
• Strong interpersonal skills and ability to manage conflict in a win/win style, work always with a team mentality.
• Strong computer skills including experience with Microsoft Office (Outlook, Word, Excel, and PowerPoint), and the ability to learn CAT/Mac Allister/Michigan Cat systems.
• Professional demeanor with both internal and external personnel including personal appearance and friendly, courteous treatment of peers, subordinates and people at all levels inside and outside the organization.

• Works under immediate supervision. Relies on instructions and pre-established guidelines to perform functions of the job.
• Major responsibilities do not typically require exercising independent judgment. Detailed instructions or established procedures are usually available as guidelines for most aspects of the job.
• Errors, if they occur, take some effort to find. Errors can be fixed with some effort or expense and moderate effect on the company.

The duties and responsibilities outlined in this posting are not exhaustive and may evolve based on business needs.

All Mac Allister Machinery companies are an Equal Employment Opportunity Employer, including Disabled and Veteran applicants.