Service Administrator / Service Coordinator

Are you organized, detail-oriented, and enjoy keeping things running smoothly behind the scenes? Do you like helping customers, supporting a busy service team, and taking pride in getting things right? If so, we’d love to meet you!

The Service Administrator plays a key role in our Service Department—supporting technicians, assisting customers, and working closely with the Service Manager to keep daily operations on track. This is a great opportunity for someone who enjoys variety, teamwork, and learning something new every day.

The Daily:

• Welcoming customers with a friendly attitude—both in person and on the phone
• Scheduling technician jobs and keeping the service calendar organized
• Opening and managing work orders in CDK, including:
• Verifying customer and equipment information
• Checking warranty coverage and open recalls
• Reviewing technician time slips for accuracy
• Running reports to help track shop performance and service metrics
• Coordinating customer pickups and equipment deliveries
• Reviewing completed technician work orders:
• Reading technician notes
• Making sure all parts are ordered, received, and properly accounted for
• Closing work orders to the correct accounts (customer pay, internal, or non-revenue)
• Processing customer payments accurately and efficiently
• Assisting the Service Manager and providing backup phone coverage when needed

Weekly:

• Checking for open warranty recalls
• Reviewing Work in Progress (WIP) to make sure nothing gets missed
• Following up with customers after deliveries and service work
• Taking photos of service projects for marketing and promotional use

Monthly:

• Reviewing WIP with the Service Manager
• Running reports for customers with expiring warranties
• Sending out friendly reminder postcards to customers

 What We’re Looking For:

• A positive, can-do attitude and willingness to learn
• Strong attention to detail and great organizational skills
• Good memory and ability to keep track of multiple tasks
• An accounting background or understanding of general ledger accounting
• Comfort using Excel, including:
• Formatting spreadsheets
• Basic formulas and VLOOKUPs
• Combining data from multiple worksheets
• Experience answering phones and scheduling appointments
• Experience with customer billing and payment processing
• Reliable, dependable, and self-motivated
• Friendly and professional with customers and coworkers
• Bilingual skills are a plus (but not required!)

Why You’ll Love This Role:

• You’ll be a key part of a supportive service team
• No two days are the same—there’s always something new to learn
• You’ll work closely with technicians, management, and customers
• Your attention to detail truly makes a difference in daily operations

What we have to offer:

• Medical, Dental, Vision insurance
• 401K+employer match
• 8 paid holidays
• PTO
• Employee discounts

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person