What are the responsibilities and job description for the Service Administrator position at Transport Refrigeration, Inc.?
Transport Refrigeration, Inc.
Location: Madison, WI
Full-Time | Day Shift I Monday - Friday, 9:30 AM - 6:00 PM
Transport Refrigeration, Inc. is hiring a Service Administrator to support our service department by working directly with customers, technicians, and parts. This role is critical to ensuring accurate repair orders, timely billing, COD processing, and smooth shop operations in a fast-paced fleet service environment.
If you are detail-oriented, customer-focused, and comfortable balancing service coordination with administrative accuracy, this role offers long-term stability and growth.
Position Summary
The Service Writer works with customers to determine repair needs, processes service and job orders, prepares final billing, and handles C.O.D. payments.
Why Join Transport Refrigeration, Inc.?
- PTO starts Day 1
- Medical, Dental & Vision insurance (multiple plans)
- 401(k) with company match
- Tuition reimbursement for recent tech grads
- Boot & safety glasses allowance
- Company-paid life & long-term disability insurance
- Quarterly performance bonuses
- Stable, full-time position in a growing fleet service organization
- Hands-on role with direct impact on shop operations and customer satisfaction
- Supportive team environment with training opportunities
Qualifications
- 1 year of experience as a Service Administrator, Shop Admin, or Shop Billing Clerk (dealership or fleet service preferred)
- Strong multitasking, organizational, and cross-functional coordination skills
- Clear verbal and written communication, especially under time pressure
- Comfortable using Microsoft Outlook, Excel, and Word
- High school diploma or equivalent (vocational training preferred)
- Valid driver’s license
- Ability to calculate percentages, fractions, and basic math for billing accuracy
- Professional, respectful, and customer-focused demeanor
- Willingness to travel for training or to assist at other locations
Key Responsibilities
- Greet customers and gather information on repair needs, payment method, and purchase orders
- Create repair orders with clear descriptions of work to be completed
- Assign and schedule service work orders
- Communicate customer account status to service department associates
- Answer phones for the service department and assist customers
- Route calls for all departments when call volume is high
- Review completed jobs, verify technician hours, and confirm all parts are entered correctly
- Perform all billing processes for the service department
- Record serialized parts numbers on repair orders and register parts online
- Bill internal shop jobs
- Prepare and mail final repair and counter invoices
- Receive and process C.O.D. payments and balance the cash drawer
- Process weekly and monthly invoices
- Assist the parts department as needed
- Maintain strict confidentiality of company information
- Perform additional duties as assigned
Technology Skills
- Experience with Microsoft Word, Excel, and Outlook
- Ability to quickly learn and use company-specific software
Physical & Mental Requirements
- Frequent standing, walking, and sitting for extended periods
- Occasional bending, twisting, squatting, and climbing
- Lift up to 10 lbs frequently and 20 lbs occasionally
- Repetitive keyboarding and fine hand manipulation
- Frequent talking, hearing, and customer interaction
- Strong attention to detail with the ability to plan, prioritize, and organize a varied workload
Apply Today
If you’re an experienced service-focused administrator looking to grow in the transportation and refrigeration industry, we encourage you to apply.
Transport Refrigeration, Inc. is an Equal Opportunity Employer
Direct applicants only — no recruiting agencies