Service Admin

Service Admin

We are seeking a detail-oriented and organized Service Admin to support our dealership's service department. This position is responsible for preparing, submitting, tracking, and reconciling vehicle service contract claims while ensuring all documentation meets contract and manufacturer requirements.

The ideal candidate is comfortable working with repair orders, service contracts, warranty guidelines, and multiple computer systems. Accuracy, organization, and strong communication skills are essential.

Responsibilities

• Schedule service appointments for customers
• Assist with answering service department calls
• Update customers regarding vehicle repairs/status
• Schedule pickup and delivery/mobile service appointments
• Manage our Ford Courtesy Transportation Program
• Review repair orders for service contract and warranty coverage
• Verify customer, vehicle, repair, and contract information for accuracy
• Submit vehicle service contract claims to third-party administrators in a timely manner
• Ensure required documentation, estimates, authorization numbers, and supporting information are included with each claim
• Follow up on pending, rejected, or denied claims and provide additional documentation as needed
• Monitor claim status and maintain accurate records of submitted and paid claims
• Review claim payments and reconcile discrepancies between submitted amounts and payments received
• Communicate with service advisors, technicians, management, and service contract companies regarding claim requirements and issues
• Collect customer payments and perform cashiering duties as needed, including processing transactions and providing accurate receipts

Skills

• Data entry skills along with a knack for numbers
• Proficiency in English and in MS Office
• Customer service orientation and negotiation skills
• High degree of accuracy and attention to detail
• Excellent organizational and time-management skills
• Ability to work independently while managing multiple claims and deadlines

Company Culture

• Innovative -- innovative and risk-taking
• Stable -- traditional, stable, strong processes
• People-oriented -- supportive and fairness-focused

Job Suitability

• A job for which military experienced candidates are encouraged to apply
• A good fit for applicants with gaps in their resume, or who have been out of the workforce for the past 6 months or more
• A job for which all ages, including older job seekers, are encouraged to apply
• Open to applicants who do not have a college diploma

Duties

• Assist with obtaining prior authorizations for repair orders when required
• Identify missing information or documentation that could delay claim payment
• Stay current on service contract requirements, procedures, and policy changes
• Maintain organized electronic and physical claim files
• Posting payments to the general ledger
• Making collection calls on outstanding invoices
• Comply with federal, state, and company policies, procedures, and regulations
• Perform other administrative duties as assigned

Job Type: Full-time

Pay: $22.00 - $25.00 per hour

Expected hours: No less than 40 per week

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Opportunities for advancement
• Paid sick time
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No weekends

Ability to Relocate:

• Williston, ND 58801: Relocate before starting work (Required)

We are an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.