What are the responsibilities and job description for the Service Administrator position at Gregory Poole Equipment Company?
Primary Function
The Service Administrator supports rental shop operations by managing essential administrative and operational responsibilities.
Essential Duties
Coordinate Service Operations and Workflow
- Open, assign, and manage service calls based on fleet needs and customer demand
- Review, update, and close service calls while maintaining accurate records
- Monitor equipment status and prioritize readiness, turnaround, and repairs
- Support multiple locations and assist with operational projects as needed
- Participate in after-hours on-call rotation
Support Technicians and Field Execution
- Verify technician time entries for accuracy and alignment with work performed
- Assist technicians with system and administrative needs
- Coordinate repair activities and ensure alignment with operational priorities
- Parts ordering and tracking as needed
Manage Financial and Administrative Processes
- Generate repair estimates for customers related to damage, cleaning, or loss
- Process purchase orders, expenses, and billings tied to service activity
- Review and route warranty documentation for approval
- Maintain accurate documentation and service-related records
Deliver Customer Service and Communication
- Respond to customer service and repair inquiries across multiple channels
- Resolve customer concerns and ensure timely follow-up
- Communicate service updates to internal teams and customers
- Coordinate equipment movement and act as liaison between customers, coordinators, and technicians
Minimum Requirements
Education
High school diploma.
Work Experience
- 2 years in a similar administrative role.
Physical
- Role may be located in a shop floor environment or office
- Ability to sit or stand for extended periods
- Ability to bend, kneel and lift 75 lbs
Other
- A technical background preferred
- Strong communication (email, text, phone, in-person)
- Excellent customer service
- Intermediate PC skills, especially with Microsoft Word
Gregory Poole Equipment Company is an Equal Opportunity/Affirmative Action employer and will consider all qualified applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.