ICM Solutions is a leading provider of heavy equipment solutions and aftermarket support for crushing, screening, and materials processing industries. With a strong focus on customer uptime and operational excellence, we deliver end-to-end service solutions that keep our customers’ operations running efficiently and safely.

The Service Administrator plays a key role in supporting branch operations by coordinating work order processes, managing service documentation, and ensuring timely and accurate billing. This position is critical to maintaining workflow efficiency, supporting technicians and operations leadership, and delivering a high-quality customer experience.

This is an on-site position — you must be available to work in the office Monday through Friday.

What You’ll Do

Work Order & Service Coordination

• Open, update, and close work orders in alignment with service department procedures
• Monitor active jobs to ensure timely progression, accurate documentation, and proper closure
• Support the Branch Manager in prioritizing work and maintaining workflow visibility
• Verify accuracy of labor, parts, and service entries prior to invoicing

Billing, Purchasing & Administrative Support

• Prepare and process customer invoices, ensuring completeness and accuracy
• Resolve discrepancies related to billing or service documentation
• Create and manage purchase orders for parts, subcontractors, and service-related expenses
• Maintain organized records of service documentation, including digital systems
• Assist with parts and service coordination between departments (Parts, Sales, Service)
• Provide administrative support to operations leadership as needed

Customer & Team Support

• Serve as a point of contact for service-related administrative inquiries
• Assist with scheduling coordination and communication with customers when needed
• Support a collaborative, fast-paced service environment focused on uptime and customer satisfaction

• Strong organizational and multitasking abilities in a deadline-driven environment 
• High attention to detail and accuracy in documentation and billing 
• Proficiency with Microsoft Office (Excel, Word, Outlook) and ERP/service management systems 
• Effective written and verbal communication skills 
• Ability to work independently and as part of a team 
• Customer-focused mindset with strong problem-solving skills

Preferred

• Experience with equipment dealerships, crushing & screening, aggregates, mining, or construction industries 
• Working knowledge of service KPIs such as work-in-progress (WIP), billable efficiency, and turnaround time 
• Experience in high-volume service environments supporting field technicians

Why ICM Solutions?

• Fast-growing company with big ambitions—to be the best crushing, underground mining rebuild, and white paving dealer in North America. 
• Strong, people-focused culture where your work truly makes an impact. 
• Competitive benefits: PTO, sick time, medical/dental/vision/life insurance, 401(k) with company match, and more.

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Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities. The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c).