Service Administrator

Job Description

Job Description

At Bottom Line Equipment we are continually focusing on exceeding the rental, sales and service needs of our customers. Our mission is to rent Heavy Equipment and Specialty Attachments to build better communities by raising the standards of quality and safety for all.

Our growth is the result of outstanding partnerships with our employees, customers and vendors. Our purpose since Bottom Line’s inception has been fueled by a Make It Happen attitude and partnering with our customers to satisfy their specific needs. We are continually focusing on exceeding the rental, sales and service needs of our customers — which include industrial, heavy civil-infrastructure, energy, commercial and demolition contractors.

Bottom Line Equipment has a dynamic, cultivating work environment that provides career growth and training opportunities, while fostering a challenging and learning environment. We are seeking top candidates who are interested in advancing their career. We hold true to our core values to: Make it Happen, Do the Right Thing, Work Hard, Smart and Safe, We Care, Be the Best, and Own It.

Family Owned- 20 years in business operating in Texas & Louisiana

The Service Administrator provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects.

Responsibilities:

• Answer multiline phones system, field incoming calls and keep log of messages
• Greet walk-in traffic, customers vendors, salesmen, etc
• Process all incoming and outgoing USPS, FedEx, UPS mail
• Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintain office supplies by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Creates requisitions for inventoried items associated with shop operations, field operations and outside venders
• Communicates with customers regarding field service request(s)
• Communicates with service techs to acquire information needed to perform position duties
• Gathers and distributes all invoices and credits needing Purchase Order Numbers
• Responsible for Work Order generation, monitoring, updating, closing and billing. Prior approval by Service Manager required
• Responsible for reprinting, separating and distributing Rental, Credit Memo, Work Order Invoices and Cycle Bills
• Responsible for creating Damage/ Service quotes, in addition to properly and timely communicating equipment damages to customers
• Assist in collecting, archiving and maintaining supporting documentation for customer damages
• Responsible for properly archiving safety meeting, weekly inspection reports and work order documentation
• Responsible for archiving and maintaining Driver Logs and Vehicle Inspection database
• Responsible for reconciling shop and field technicians time detail to work orders daily
• Assist with Service department equipment audits
• Prepare agendas and presentation material for departmental meetings
• Communicate with various internal departments to coordinate projects and/or activities and liaise with external parties regarding administrative matters on behalf of the Service Manager
• Compile spreadsheets, reports and presentations in order to provide basic departmental and company analysis
• Takes on additional tasks or projects to learn more about the service department and store operations
• Assist multiple positions when staffing levels are low or operating demands are accelerated

Education & Experience:

• High School Diploma/GED
• Proficient in Wynne System and Microsoft Office including: Word and Excel
• Knowledge of frequently used Sales and Customer Relations Concepts, Practices and Procedures
• Strong organizational skills with a ability to prioritize and multi-task
• Ability to adhere to and meet deadlines
• Excellent verbal and written communication skills
• Excellent customer service skills
• Works well under moderate supervision

Company Benefits:

• Top Tier Pay
• Short Term Incentives
• Company Profit Sharing
• 401K with company match
• Tool and work boot allowance, prescription eye protection allowance
• Continued education paid training
• Medical, Dental, Vision
• Company paid life insurance
• Company paid Short and Long Term Disability

The above statements are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified; nothing restricts the company’s right to change, assign, or reassign duties and responsibilities at any time or for any reason.

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