Administrative Assistant for the Service Department

Job Description

Job Description

Overview of position:

The Administrative Assistant for the Service Department will be responsible for providing administrative support to ensure efficient operation within the Service department. You will support managers and employees through a variety of tasks related to organization and communication while helping to maintain current processes and procedures to support customers and service technicians. 

Essential functions of the position:

• Assisting Service team with general tasks
• Preparing Service/Parts Quotes 
• Follow up on Quotes 
• Preparing Service work orders / Contractor work orders
• Preparing Parts Only orders 
• Provides admin support on requested reporting
  • Open orders 
  • Monthly Quoted Dollars
  • Service History Reports as needed
• Works with coordinators to plan and schedule a service call’s
• Customer Survey’s
• Assisting with RMA process
• Post warranty customer follow up 
• Work cross functionally to assist in the absence of other team members
• Maintains and keeps records of Contract due dates and follow reminders with Customers 
• Works with Coordinators to address invoicing discrepancies and concerns
• Builds and maintains good customer relations with existing customers and works to expand business sales opportunities through customer relations
• Able to interact effectively with customers, Field Service Technicians and internal staff
• Follow communication procedures, guidelines, and policies
• Creates and revises proper work instructions and procedures 
• Maintains continuity of work operations by documenting and communicating needed actions to management
• Attends weekly service meetings 
• Attends weekly scheduling meetings
• Mostly stationary work with occasional movement throughout the facility to access files, office machinery, etc. Works at a desk and a computer screen for extended periods of time. Employee must be able to manually enter data to the computer system and understand the screen and images that appear. Frequently lifting and carrying up to 10 lbs and occasionally lifting up to 50 lbs. Use of hands to hold, lift and handle materials. Occasional climbing, bending and squatting.

 

Qualifications/Requirements:

• Possession of High School Diploma or GED
• Preferred Associates Degree Business Management or equivalent years of work experience in the listed position/field.
• Experience in SAP preferred
• Proven customer support experience
• Possession of strong organizational skills with the ability to multi-task
• Strong phone contact handling skills and active listening
• Excellent verbal and written communication skills
• Must be advanced user of Microsoft office suite
• Ability to take initiative with minimal supervision.
• Any and all further duties assigned by the Service Manager

Additional Great Benefits (to name a few)

• 9 paid holidays with 1 day being your birthday
• PTO accrual on your 1st day of employment
• Medical (company contributes quarterly to HSA) / Dental / Vision
• FSA
• 401K with company match