Service Administrator

Position Title: Service Administrator
Department: Operations
Reports To: Operations Manager
Location: J & R Equipment – Oklahoma City, OK
Date: May 21, 2026

POSITION SUMMARY

The Service Administrator supports daily branch operations by combining front-desk responsibilities with administrative support for Department Managers and the overall branch team. This position serves as a first point of contact for customers, vendors, technicians, sales staff, and corporate departments while helping keep service activity and administrative follow-up organized. The role requires strong communication, attention to detail, professionalism, and the ability to handle multiple priorities in a busy equipment dealership environment.

KEY RESPONSIBILITIES

REWRITE:

Branch & Office Administration

• Answer incoming calls, greet walk-in customers, and route inquiries to the appropriate department or team member.
• Assist with front-office organization, mail, deliveries, office supplies and other daily branch needs.
• Serve as a liason between the branch, Accounts Receivable, and Accounts Payable on service invoices, purchase orders, customer billing questions, vendor invoices, credits, and supporting documentation.
• Provide backup administrative support during staffing shortages, high-volume periods, vacations, or special projects.

Service Department Administration

• Assist the Service Manager with customer communication, open work order review, technician paperwork, service records, follow-up items, branch communication, and invoice readiness.
• Create, update, and maintain service work orders in the service management software with accurate customer, equipment, labor, parts, complaint, cause, correction, and billing information.
• Provide timely updates regarding service scheduling, repair progress, parts delays, job completion, pickup or delivery readiness, and customer concerns requiring Service Manager follow-up.
• Prepare completed work orders for review and invoicing, helping identify and correct discrepancies in labor, parts, pricing, purchase orders, customer information, and invoice backup before final billing.

QUALIFICATIONS / EXPERIENCE

• High school diploma or equivalent required; two or more years of administrative, customer service, service coordination, dispatch, dealership, rental, equipment, automotive, truck, or industrial service experience preferred.
• Working knowledge of work orders, service invoices, purchase orders, warranty claims, technician time, parts requests, and customer approval processes.
• Strong verbal and written communication skills with the ability to communicate professionally with customers, technicians, vendors, sales staff, managers, and corporate departments.
• Highly organized and detail-oriented, with the ability to manage multiple priorities, interruptions, phone calls, walk-in traffic, and time-sensitive follow-up items in a fast-paced branch environment.
• Comfortable using service management software, Microsoft Outlook, Excel, Word, Teams, scanners, printers, and general office technology; must be dependable, professional, customer-focused, able to maintain confidentiality, follow procedures, ask clarifying questions, and escalate issues when appropriate.

PHYSICAL REQUIREMENTS / WORK ENVIRONMENT

• Work is primarily performed in an office and service branch environment with regular interaction with customers, technicians, vendors, and management.
• Must be comfortable working around an active service shop, equipment yard, vehicles, forklifts, parts areas, and other branch operations, while following all posted safety rules and wearing required PPE when entering operational areas.
• May be exposed to normal shop and yard conditions, including noise, dust, exhaust, weather changes, moving equipment, and other industrial surroundings.
• Ability to sit, stand, walk, bend, reach, use a computer, operate standard office equipment, and communicate by phone, email, and in person throughout the workday.
• Ability to lift, carry, or move office supplies, files, and small packages up to 25 lbs. as needed

TRAVEL AND SCHEDULE EXPECTATIONS

• Based in Oklahoma City, OK with limited or no regular travel expected.
• Standard Monday-Friday schedule, with occasional overtime or schedule adjustments based on business needs.
• Regular and predictable attendance is required.