Service Administrator

PURPOSE AND SCOPE

The Service Administrator is responsible for entering and maintaining all service support administrative requirements, including work order creation and maintenance, and administering the parts orders and invoicing processes. The Service Administrator ensures that these work processes are done in an efficient, accurate, and timely manner that meet all company standards.

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

Timely acquisition of parts and material to meet customer needs.

• Retrieve orders from the order log, review for accuracy and completeness, and enter orders if acceptable.

• Track orders in process from entry through invoicing, ensuring work orders are updated as needed.

• Send purchase orders to allied vendors as required, including preparation of purchase orders, if needed.

• Thoroughly review orders for accuracy in relation to Customer Purchase Order, Flash Messages and Arbon Policy.

Accurate and timely processing of parts needed and parts only service jobs.

• Create work orders for parts needed and parts only jobs.

• Work with allied vendors regarding shipment dates and associated invoices.

• Calculate actual labor, apply all costs to jobs, and invoice order.

• Add freight costs to work orders as needed.

• Communicate with Districts, Service Coordinators and/or Salespeople regarding orders, missing POs from customers, availability dates from Rite-Hite and Allied vendors.

Accurate and timely processing of invoices, ensuring invoicing of completed jobs is occurring daily, minimizing lag from order completion to invoice being delivered to customer.

• Monitor work orders for those ready to invoice, review work order information for accuracy and completeness, generate invoice and deliver invoice to customer per their requirements.

• Process web billings and credit card billings, as required.

• Attempt to obtain missing POs from Customers before passing task on to District Service Coordinator or Salesperson.

• Review allied vendor invoices for accuracy, update in order as required, and process for payment.

• Run Gross Profit Summary for each invoiced job, adjusting work order as needed. Flag low or negative margin jobs for managerial review.

Business Groups Support

• Back up other Service Administrators.

• Assist Service A/R Specialists as needed in the collections process.

EDUCATION and/or EXPERIENCE

• High school diploma or GED.

• Prior similar experience is preferred.

KNOWLEDGE / SKILL REQUIREMENTS:

• Computer skills

• 10-key calculator skills

• Excellent organizational ability

• Professional phone skills.

SUPERVISORY RESPONSIBILITIES:

This role will not have supervisory responsibilities.