Service Administrator

Job Summary

We are seeking a highly organized and detail-oriented Service Administrator to support our service department by managing work orders, maintenance records, fleet compliance, and administrative processes related to equipment repairs and preventive maintenance. The ideal candidate will possess strong communication skills, the ability to manage multiple priorities, and a commitment to accuracy. This role plays a critical part in ensuring the efficient operation of our service shop and fleet maintenance programs.

Key Responsibilities

• Open, manage, and close work orders, ensuring all labor, mileage, hours, parts, and charges are accurately posted.
• Communicate with vendors, and internal teams regarding repair status, service needs, and associated costs.
• Set up and maintain machine profiles, equipment records, and asset information within company systems.
• Coordinate oil sampling programs, including scheduling, documentation, and shipping samples for analysis.
• Input and track mechanic and labor hours for accurate job costing and payroll support.
• Process repair invoices and receipts, ensuring costs and credits are assigned to the appropriate work orders.
• Complete new machine setups and establish preventive maintenance (PM) schedules within the company's maintenance software.
• Prepare and maintain damage reports and mileage records for IFTA reporting requirements.
• Manage annual fleet registrations, license plates, inspections, and compliance documentation.
• Generate and distribute weekly preventive maintenance reports and service-related tracking reports.
• Maintain accurate service records and assist with administrative support for the service department.
• Ensure service documentation is completed accurately and in a timely manner.

Required Qualifications

• Previous administrative experience, preferably in a service, fleet, trucking, construction, agricultural, or heavy equipment environment.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Excellent verbal and written communication skills.

Preferred Knowledge & Skills

• Experience working with maintenance management, fleet management, or work order software.
• Understanding of preventive maintenance programs and service department operations.
• Familiarity with IFTA reporting requirements and fleet compliance processes.
• Basic knowledge of equipment repair terminology, shop operations, and parts invoicing.
• Strong data entry and recordkeeping abilities.
• Ability to identify discrepancies and maintain accurate financial and maintenance records.
• Experience working with heavy equipment, trucking, agricultural, or construction industries is a plus.

Work Environment

Setting: Office environment located within a service shop facility.

Conditions: Regular interaction with shop personnel, mechanics, drivers, and vendors. Exposure to moderate shop noise and occasional visits to the service area.

Hazards: Must follow company safety policies when entering shop and yard areas where equipment and vehicles are operating.

Physical Requirements

• Prolonged periods of sitting and working at a computer.
• Ability to occasionally stand, walk, or move throughout the shop and yard.
• Ability to lift and carry office materials and packages up to 25 lbs.
• Visual acuity and attention to detail for reviewing reports, invoices, and service records.

Schedule

Full-time position, Monday through Friday, with occasional overtime as needed to support business operations and reporting deadlines.

Why Join Us?

• Become an integral part of a growing service and fleet operation.
• Competitive pay and benefits package.
• Opportunities for professional development and advancement.
• Collaborative team environment where your work directly contributes to operational success.

Additional Job Information

Internal Information: This position is based in the service shop office and is a full-time role supporting daily service, fleet, and maintenance administration functions.