Appliance Service Admin

Job Description

Job Description

Benefits:

• 401(k)
• 401(k) matching
• Bonus based on performance
• Competitive salary
• Employee discounts
• Opportunity for advancement

Appliance Service Department Administrator / Service Writer Position Title: Appliance Service Department Administrator / Service Writer
Department: Appliance Service
Reports To: Appliance Service Lead / General Manager
Employment Type: Full-Time

Position Summary

We are seeking a highly organized, customer-focused Appliance Service Department Administrator / Service Writer to serve as the primary point of contact for our appliance service customers. This position is responsible for managing service calls, scheduling technicians, creating work orders, ordering parts, processing warranty claims, maintaining accurate records, and ensuring an outstanding customer experience from the initial call through final resolution.

The ideal candidate is detail-oriented, thrives in a fast-paced environment, communicates professionally, and can effectively balance customer service, administrative responsibilities, and operational support.

Primary Responsibilities

Customer Service & Communication

• Answer incoming service department phone calls and emails. 
• Assist customers with appliance service inquiries, troubleshooting, and appointment scheduling. 
• Provide professional and courteous communication throughout the service process. 
• Follow up with customers regarding appointment confirmations, parts availability, and repair status. 
• Resolve customer concerns and escalate issues when necessary. 

Service Writing & Work Order Management

• Create and maintain accurate service work orders. 
• Collect and verify customer information, appliance model numbers, serial numbers, and warranty information. 
• Schedule service calls and coordinate technician routes. 
• Monitor open service tickets to ensure timely completion. 
• Update service records and notes throughout the repair process. 

Parts & Warranty Administration

• Order repair parts from manufacturers and distributors. 
• Track parts orders and maintain communication with customers regarding expected arrival dates. 
• Receive and process parts into inventory. 
• File manufacturer warranty claims accurately and on time. 
• Ensure warranty documentation meets manufacturer requirements. 
• Research claim discrepancies and resolve reimbursement issues. 

Administrative Support

• Process customer payments and maintain accurate records. 
• Assist with service department reporting and documentation. 
• Maintain organized customer and service files. 
• Monitor service department inboxes and communication channels. 
• Support Appliance Service Lead with daily administrative tasks. 

Inventory & Receiving Support

• Receive and verify incoming merchandise and repair parts. 
• Assist with inventory accuracy through regular cycle counts. 
• Maintain proper organization of service parts inventory. 
• Ensure parts are properly labeled and stored. 

Sales Floor Support (As Needed)

• Assist customers on the sales floor during vacations, absences, or peak business periods. 
• Provide product information and recommendations. 
• Maintain the company's customer service standards throughout all departments. 

Qualifications

Required

• High school diploma or equivalent. 
• Strong customer service skills. 
• Excellent verbal and written communication abilities. 
• Strong organizational and multitasking skills. 
• Proficiency with computers and common office software. 
• Ability to work independently while managing multiple priorities. 
• Professional and positive attitude. 

Preferred

• Experience in appliance service, service writing, dispatching, warranty administration, or customer service. 
• Experience with inventory management and receiving. 
• Familiarity with appliance brands and repair processes. 
• Experience with POS, scheduling, or service management software. 

Skills & Competencies

• Exceptional attention to detail 
• Strong problem-solving abilities 
• Ability to remain calm under pressure 
• Customer-first mindset 
• Strong time management 
• Team-oriented attitude 
• Professional communication 
• Accuracy in data entry and record keeping 

Physical Requirements

• Ability to sit, stand, and walk throughout the workday. 
• Ability to lift up to 25 pounds occasionally. 
• Ability to use office equipment including computers, phones, printers, and scanners. 

What Success Looks Like

• Work orders entered accurately and promptly. 
• Warranty claims submitted correctly and on time. 
• Parts ordered and tracked efficiently. 
• Customers receive timely communication and updates. 
• Service department paperwork remains organized and current. 
• High customer satisfaction and positive service experiences. 
• Strong support provided to technicians, management, and sales staff. 

Why Join Our Team?

We are a locally owned business committed to providing exceptional service before, during, and after the sale. This role is critical to delivering an outstanding customer experience and offers the opportunity to be part of a growing team where your contributions directly impact our success.

Competitive pay, employee discounts, paid time off, and opportunities for growth available