Service Administrator

PRIMARY FUNCTION:

This position provides key support for service customers’ satisfaction and maintains vital administrative operational responsibilities for the entire branch.

ESSENTIAL DUTIES:

· Sets up new customer, customer updates and machine pop information.

· Identifies and routes appropriate warranty documents to the warranty department.

· Applies contractor invoices to work orders and assist with contractor invoicing.

· Issues, codes, approves and receives purchase orders using on-line system.

Bills outside purchases to work orders.

· Opens, reviews, updates, and closes work orders.

· Assist in ensuring service and parts areas are neat and clean.

· Verify time accuracy and make corrections as needed (wip & non wip).

Provides ongoing coaching to Technicians regarding errors.

· Calculates meal and outside purchase expenses.

Maintains Concur expense accounts, bills to work orders, codes for payment and routes to Service Manager for approval.

· Maintains manual absentee calendars for all service personnel and the Service Manager.

· Updates computer records for vacation/sick/personal business leave for non-exempt and exempt service department personnel.

· Assist fellow employees with routine personnel matters/changes, Credit Union transactions, computer password and Ceridian Self Service.

· Types correspondence, quotes, records, completing forms, reports, etc.

Maintains department files.

· Receives mail and distributes.

· Maintains petty cash and office machines and supplies

· Miscellaneous: Distribution of print out reports to branch, travel expense reporting, assist Service Manager and others with projects as needed.

II.

Customer Service

· Answers telephone for service department routes calls to appropriate personnel.

Ensures excellent customer relations by resolving telephone or direct request, issues or concerns.

· Accepts and coordinates customer inquiries and requests (phone, walk-in or mail) for machine repair/service.

· Manages or resolves customer’s service complaints and problems to the best customer satisfaction level possible.

· Serves as a liaison between departments and branches such as engine transportation, engine repair, transmission repair, etc.

MINIMUM REQUIREMENTS:

Education:

High school diploma.

Work Experience:

Two years working experience in similar administrative related position.

Physical:

Must be able to work for long periods while seated.

Must have ability to clearly communicate with customers on the phone or in person.

Good customer relations is a must.

Pleasant personality.

Must be PC literate with an intermediate skill level with keyboarding and word processing software (preferably Microsoft), and Excel. 

This job description is not intended to be all-inclusive.

Your supervisor may request and assign you similar duties.

Any major modification of this job role requires Human Resources approval.

Gregory Poole Equipment Company is an Equal Opportunity/Affirma...