Administrative Service Advisor

Midwest Machinery Co; Minnesota; On-site; USD 23,000 - 29,000; Full time

Job summary

Midwest Machinery Co. in Paynesville, MN is seeking an Administrative Service Advisor to support the service department with accurate records, inquiries handling, and day-to-day office tasks.

This full-time role combines clerical duties with basic accounting awareness and promotes a positive, customer-focused work environment. You will open and track work orders, maintain the service library, update customer profiles, prepare warranties, and support cash handling, deposits, and invoicing.

Qualifications

• High School Diploma or equivalent experience
• Basic knowledge of accounting practices
• Solid clerical expertise
• Ability to use standard desktop load applications such as Microsoft Office and internet functions
• General understanding of mechanical/technical terms is preferred

Responsibilities

• Fields internal and external customer inquiries to the Service Department
• Opens work orders as directed by the Service Manager and maintains control until they are closed and invoiced
• Maintains the service library with current information under the supervision of the Service Manager
• Updates customer profiles using equipment, hours, or other information from the customer work orders
• Prepares warranty and/or product improvement claims and forwards to Central Warranty Administrator
• Assist in loading and unloading of customer equipment
• Interacts in a positive and respectful manner with customers and fellow employees
• Receives visitors and telephone calls and directs to proper parties
• Prepares bank deposits and balances cash receipts
• Records standard accounts receivable entries daily/monthly
• Submits accounts payable invoices to Accounting Department
• Maintains accounts receivable records/database
• Distributes mail and maintains dealership files
• Prepares outgoing mail
• Drafts and types standard letters and memoranda
• Provides administrative support to sales, parts, and service departments
• Orders office supplies for location personnel
• Collect sales tax exemption forms and forward to Accounting Department
• Maintains and promotes a safe work environment

Skills

Clerical skills

Microsoft Office

Education

High School Diploma

Tools

Microsoft Office

Job description

Administrative Service Advisor# Administrative Service Advisor08 - Paynesville, MN 56362## OverviewSalary Range$17.00 - $21.00 HourlyPosition TypeFull Time## Description*The approximate base compensation range is posted, but the actual offer will reflect our total compensation and benefits package. The offer will be determined by a number of factors including the selected candidate’s experience, knowledge, skills, abilities, as well as internal equity among our team.*Purpose:Performs a full range of administrative support duties for a dealership location. Directs phone calls received to the appropriate personnel. Assist the service manager in maintaining accurate and on-time reports and records relative to the service department’s operation within the dealership. Provide backup support for store Administration staff. Consistently exhibits Midwest Machinery Company’s core purpose and values.Responsibilities:* Fields internal and external customer inquiries to the Service Department* Opens work orders as directed by the Service Manager and maintains control until they are closed and invoiced* Maintains the service library with current information (for example, files bulletins, manuals, multi-media, etc.) under the direct supervision of the Service Manager* Updates customer profiles using equipment, hours, or other information from the customer work orders* Prepares warranty and/or product improvement claims and forwards to Central Warranty Administrator* Assist in loading and unloading of customer equipment* Interacts in a positive and respectful manner with customers and fellow employees* Receives visitors and telephone calls in a pleasant and efficient manner ensuring these individuals are directed to the proper parties within the dealership* Prepares bank deposits and balances cash receipts* Records standard accounts receivable entries on a daily and monthly basis* Submits accounts payable invoices to Accounting Department* Maintains accounts receivable records/data base records* Distributes mail and maintains dealership files* Prepares outgoing mail* Drafts and types standard letters and memoranda as requested and prepares documents for distribution* Provides administrative support to the sales, parts, and service department* Orders office supplies for location personnel* Collect sales tax exemption forms and forward to Accounting Department* Maintains and promotes a safe work environment. Demonstrates understanding of and ability to follow all safety rules and regulations in performing work assignments* Performs other duties as assigned## QualificationsExperience, Education, Skills, and Knowledge:* High School Diploma or equivalent experience* Basic knowledge of accounting practices* Solid clerical expertise* Ability to use standard desktop load applications such as Microsoft Office and internet functions* General understanding of mechanical/technical terms is preferredPhysical, Mental and Other Requirements:* Frequent bending and stooping* Ability to lift up to 50 lbs.* Work performed will be a mix of office, shop and outdoor environments.* Outdoor duties may require time spent in inclement weather.* Ability to work extended hours and weekends* Valid driver’s license with an insurable driving record required* Must pass a pre-employment background studyBenefits:* Paid Time Off including PTO, Holiday Pay, Bereavement Pay, Civic Pay, and Volunteer Time Off* 401k plan with company match* Multiple health insurance plan and network options with Health Savings Accounts* Dental and Vision plans* Medical and Dependent Care Flexible Spending Plans* Company paid life insurance with ability to purchase more* Company paid Short-Term Disability coverage* Multiple voluntary benefits available including LTD, Accident, Hospital Indemnity, Critical Illness, Whole Life, ID Theft* Employee Assistance Program* Paid uniforms or clothing allowance based on position* Employee Discount ProgramsThis job description is intended to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. Midwest Machinery Co. will reasonably accommodate the known disabilities of qualified disabled individuals.