Service Administrator – Heavy Equipment

Main Duties & Responsibilities

Primary Job Role

Manages all administrative functions for the Service Manager. Responsible for providing administrative support to multiple assigned leadership, responsible for partnering with the leadership in the daily business activities and project coordination, while handling sensitive and confidential information in a professional proactive manner. Accurate & timely completion of routine daily, weekly, monthly tasks as assigned (payroll/time management, reports, internal control reporting, meeting scheduling/organizing/set up, etc.).

Prepares correspondence, bills, statements, receipts, checks, purchase orders or other documents. Ensure information is accurate, copied and saved for reference daily. Ensures cash sale work orders are prepared correctly and are given to the Service Manager or Shop Foreman for collection. Processes the payment, deposit and sends to the Credit Department with a transmittal and deposit slip. Ensures that time sheets are processed each day and time is entered into the system.

Ensures payroll sheets for the proceeding week are totaled, authorized, and sent to the Payroll Department each Monday. Assists with meeting preparation (documents, presentations, catering, etc.) for leadership team. Maintains petty cash. Ensures that all money is accounted for at all times and kept safe during non-work hours. Completes petty cash reports, as necessary. Ensures Service Manager has signed off on it and then submit to the Accounting Department.

Assists employees and Human Resources in the administration of various insurance and benefit programs. Responsible for screening and routing incoming calls and managing correspondence. Ensures that all calls are handled in the most professional manner.
Performs other duties as assigned.

• Safety: fully supports, encourages and follows safe work behavior, and considers safety of paramount importance in the workplace.
• Job Specific
  
  Skills:
  
  Demonstrates the required depth and mastery of knowledge and skill associated with the job as identified in the Learning Management System (LMS) and other applicable sources. Demonstrates the effective application of the job specific knowledge, skills and ability required to resolve job related challenges in the workplace. Refer to job specific training requirements for the job identified in the LMS.
• Communication:
  Uses active listening skills, conveying information with the appropriate medium that is clear and easily understood. Uses feedback to verify effective and accurate communication has occurred. Ensures that others having a need to know are kept informed about developments, progress, problems and plans through consistent, effective communication. Avoids surprises.
• Interpersonal Skill:
  Anticipates, notices, and understands concerns of others, involving them in a process or decision to ensure their support. Develops and maintains positive relationships. Considerate and discreet in handling challenging, awkward or tense interpersonal situations, focusing on issues and interests instead of people or positions. Knows when to elevate critical issues when unsuccessful in gaining support.
• Planning and Organizing:
  Creates realistic schedules and follows them. Evaluates progress against schedule and goal. Identifies the sequence of tasks and the resources needed to achieve a goal, and prioritizes key action steps. Anticipates the impacts / risks of actions. Seeks and uses others’ input about critical actions, timelines, sequencing, scope, methodology, expected outcomes, and priorities. Adjusts plans based on input.
• Takes Initiative:
  Takes appropriate action to resolve issues without requiring direction. Seeks out others involved in a situation to learn their perspectives. Makes difficult decisions in a timely manner. Is willing to make decisions in difficult or ambiguous situations, when time is critical. Assertive in a group when it is necessary to facilitate change, overcome an impasse, face issues, or ensure that decisions are made.
• Customer Oriented:
  Demonstrates concern for satisfying external and/or internal customers. Responsive, quickly and…