Administrative Assistant, Service

Western States Equipment; Meridian (ID); On-site; USD 38,000 - 46,000; Full time

Job summary

Western States Equipment is seeking a Service Administrator to support the service department. You will process service calls from opening through closing, review completeness before invoicing, handle complex call processing including discounts and warranty, and generate daily reports.

You will back up inbound customer calls, train Service Advisors and Technicians on work order processes, adhere to safety policies, and contribute to Western States' standards and initiatives.

Qualifications

• Proof of high school diploma or GED.
• 2-3 years comparable office experience preferred.
• 1 year customer service experience required.
• Must be able to communicate (speak, read, comprehend, write in English).
• Heavy equipment and/or diesel truck repair knowledge preferred.

Responsibilities

• Performs multiple functions in the timely process of service calls from opening, adding segments, resolving discrepancies, and closing.
• Reviews service calls for completeness prior to invoicing.
• Completes complex service calls process including three way splits, discounting, and warranty.
• Reviews and accounts vendor invoicing for payment and posts on service calls.
• Processes service calls.
• Generates daily service call reports to help assist in work order last date of labor management.
• Provides training as needed for Service Advisors, Service Foreman, and Technicians on various work order processes.
• Serves as a back-up for inbound customer phone calls.
• Adheres to all customer care standards.
• Actively cares and advocates safety at Western States. Adhere to all applicable safety policies, procedures and standards.
• May accomplish training and serve as a team member in support of Western States’ strategic programs, projects, and initiatives.
• Works within and promote corporate vision, mission, and values of the organization.
• Performs other duties as assigned.

Skills

Microsoft Office

Customer service

Verbal communication

Data entry

Attention to detail

Time management

Education

High School Diploma or GED

Job description

• Performs multiple functions in the timely process of service calls from opening, adding segments, resolving discrepancies, and closing.
• Reviews service calls for completeness prior to invoicing.
• Completes complex service calls process including three way splits, discounting, and warranty.
• Reviews and accounts vendor invoicing for payment and posts on service calls.
• Processes service calls
• Generates daily service call reports to help assist in work order last date of labor management.
• Provides training as needed for Service Advisors, Service Foreman, and Technicians on various work order processes.
• Serves as a back-up for inbound customer phone calls.
• Adheres to all customer care standards.
• Actively cares and advocates safety at Western States. Adhere to all applicable safety policies, procedures and standards.
• May accomplish training and serve as a team member in support of Western States’ strategic programs, projects, and initiatives.
• Works within and promote corporate vision, mission, and values of the organization.
• Performs other duties as assigned.
  

Essential Functions

• Performs multiple functions in the timely process of service calls from opening, adding segments, resolving discrepancies, and closing.
• Reviews service calls for completeness prior to invoicing.
• Completes complex service calls process including three way splits, discounting, and warranty.
• Reviews and accounts vendor invoicing for payment and posts on service calls.
• Processes service calls
• Generates daily service call reports to help assist in work order last date of labor management.
• Provides training as needed for Service Advisors, Service Foreman, and Technicians on various work order processes.
• Serves as a back-up for inbound customer phone calls.
• Adheres to all customer care standards.
• Actively cares and advocates safety at Western States. Adhere to all applicable safety policies, procedures and standards.
• May accomplish training and serve as a team member in support of Western States’ strategic programs, projects, and initiatives.
• Works within and promote corporate vision, mission, and values of the organization.
• Performs other duties as assigned.
  

Knowledge Skills And Abilities

• Proficient in the use of Microsoft computer products or other comparable systems required.
• Ability to comprehend, capture and interpret customer and equipment information independently.
• Ability to learn and use new computer systems.
• Proficient keyboarding skills.
• Strong verbal communication and customer relationship skills that produce satisfied customers.
• Ability to manage complex details accurately and according to schedule
• Ability to develop and maintain effective working relationships with others.
• Consistent attendance.
  

Education And Experience

• Proof of high school diploma or General Education Degree (GED).
• 2-3 years comparable office experience preferred.
• 1 year customer service experience required.
• Heavy equipment and/or diesel truck repair knowledge preferred.
• Must be able to communicate (speak, read, comprehend, write in English).
  

Physical Characteristics

• Must be able to sit for long periods of time along with walking, standing, climbing stairs, reaching pushing, pulling, leaning and twisting.
• Must be able to meet all safety requirements for applicable safety policies.