Job Overview
We are looking for a highly organized and customer-oriented Service Administrator to join our team. The Service Administrator will be responsible for handling administrative tasks related to customer service, including managing service schedules, maintaining accurate records, processing invoices, and ensuring smooth communication between customers and the service team. The ideal candidate will possess excellent organizational skills, attention to detail, and a strong ability to handle multiple tasks simultaneously.
Core Functions
- Manage and coordinate service appointments, ensuring efficient scheduling of technicians and timely service delivery.
- Serve as the first point of contact for customer inquiries, addressing service-related questions, providing updates, and ensuring customer satisfaction.
- Create, update, and close work orders in the system, ensuring all details are accurately documented.
- Process service-related invoices, ensuring accurate billing for parts, labor, and any additional charges. Handle customer billing inquiries and discrepancies.
- Maintain detailed records of service history, warranties, and repair documentation for customers and internal purposes.
- Coordinate with parts departments to ensure the availability of required parts and supplies for service jobs.
- Input service data into systems.
- Reach out to customers post-service to ensure satisfaction, request feedback, and address any issues or concerns.
- Provide administrative assistance to the service team, including assisting with paperwork, filing, and general office support.
Cometencies and Qualifications
- High school diploma or equivalent required. Associate’s degree in business administration or a related field is a plus.
- Minimum of 2 years of experience in an administrative or customer service role, preferably in a service department or similar environment.
- Strong organizational and multitasking abilities.
- Excellent communication skills, both verbal and written.
- Proficiency with service management software, Microsoft Office Suite, and other basic office tools.
- Ability to work under pressure and meet deadlines while maintaining attention to detail.
- Basic understanding of service processes and customer service principles.
- Problem-solving skills and the ability to handle customer complaints professionally.
Physical Requirements
- Ability to sit for long periods, use office equipment (computer, phone), and occasionally lift up to 25lbs pounds. (infrequently)
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