Business Services Administrator

PURPOSE

Responsible for administrative duties related to accounts payable and receivable functions, service department administrative support, customer communications, recordkeeping, and coordination of business processes that support efficient dealership operations.

This position works in a matrixed role reporting to both the Service Manager and Controller to ensure accurate financial transactions, exceptional customer service, and effective administrative operations. The position’s work responsibilities are based on each of the department’s operational needs both seasonally and on a regular basis.

ESSENTIAL DUTIES

Service Department

• Answers incoming calls and fields internal and external customer inquiries to the Service Department and other proper departments as needed

• Strong interpersonal and customer service skills, with a positive and empathetic understanding of customers’ needs

• Speaks clearly and persuasively in positive or negative situations; listens and gets clarification

• Fields walk-in customer’s needs, updates customer profile using equipment, hours and/or other information for work order

• Utilizes a scheduling tool to assign and prioritize service department workload based on availability

• Updates customer profiles using equipment, hours, or other information from customer work order

• Supports administrative needs in closing and invoicing for customer work and reviews work orders for completeness and accuracy prior to customer billing

• Works with Service Manager to identify and execute continuous process improvements

Accounting

• Maintains accounts payable and accounts receivable records

• Records routine or recurring transactions within accounts payables, receivables, general ledger, and inventory

• Distributes mail and maintains dealership files

• Process delivery receipts and warranty registrations

• Assists in employee recognition activities

Dealership

• Maintains a clean work area and performs work in a neat and orderly fashion

• Maintains service accessories and supplies and prepares replacement orders as needed for the dealership

• May order office supplies for store location

• Participate in training programs required for the development of skills and knowledge

• Follows all safety rules and regulations in performing work assignments

• Other duties as assigned

SKILLS & QUALIFICATIONS

• Business or Accounting degree with employment background in both accounts’ payables and receivables

• Ability to work in a matrix structured role reporting to both Service Manager and Controller

• Superior flexibility to adapt workload and responsibilities based on operational needs

• Ability to work cooperatively in a fast-paced team environment and host difficult conversations, communicating effectively

• Experience communicating effectively verbally over the phone and in person, as well as in writing

• Ability to use standard desktop load applications such as Microsoft Office