Administrative Service Advisor

Midwest Machinery Co; Paynesville (MN); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Paid Time Off

401k with company match

Health insurance options

Life insurance

Job summary

Midwest Machinery Co. in Minnesota seeks a dealership Administrative Support specialist to handle service department administration, customer inquiries, work orders, and file maintenance.

The role supports sales, parts, and service, with duties spanning accounts receivable/payable, deposits, and document preparation. The position requires a High School Diploma or equivalent, basic accounting knowledge, and proficiency with MS Office.

Qualifications

• High School Diploma or equivalent experience.
• Basic knowledge of accounting practices.
• Strong clerical skills.
• Proficiency with Microsoft Office and internet functions.
• General understanding of mechanical/technical terms.

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.).
• 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.

Education

High School Diploma or equivalent

Tools

MS Office

Internet

Job 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 DepartmentOpens work orders as directed by the Service Manager and maintains control until they are closed and invoicedMaintains the service library with current information (for example, files bulletins, manuals, multi-media, etc.) under the direct supervision of the Service ManagerUpdates customer profiles using equipment, hours, or other information from the customer work ordersPrepares warranty and/or product improvement claims and forwards to Central Warranty AdministratorAssist in loading and unloading of customer equipmentInteracts in a positive and respectful manner with customers and fellow employeesReceives visitors and telephone calls in a pleasant and efficient manner ensuring these individuals are directed to the proper parties within the dealershipPrepares bank deposits and balances cash receiptsRecords standard accounts receivable entries on a daily and monthly basisSubmits accounts payable invoices to Accounting DepartmentMaintains accounts receivable records/data base recordsDistributes mail and maintains dealership filesPrepares outgoing mailDrafts and types standard letters and memoranda as requested and prepares documents for distributionProvides administrative support to the sales, parts, and service departmentOrders office supplies for location personnelCollect sales tax exemption forms and forward to Accounting DepartmentMaintains and promotes a safe work environment. Demonstrates understanding of and ability to follow all safety rules and regulations in performing work assignmentsPerforms other duties as assignedExperience, Education, Skills, and Knowledge:High School Diploma or equivalent experienceBasic knowledge of accounting practicesSolid clerical expertiseAbility to use standard desktop load applications such as Microsoft Office and internet functionsGeneral understanding of mechanical/technical terms is preferredPhysical, Mental and Other Requirements:Frequent bending and stoopingAbility 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 weekendsValid driver’s license with an insurable driving record requiredMust pass a pre-employment background studyBenefits:Paid Time Off including PTO, Holiday Pay, Bereavement Pay, Civic Pay, and Volunteer Time Off401k plan with company matchMultiple health insurance plan and network options with Health Savings AccountsDental and Vision plansMedical and Dependent Care Flexible Spending PlansCompany paid life insurance with ability to purchase moreCompany paid Short-Term Disability coverageMultiple voluntary benefits available including LTD, Accident, Hospital Indemnity, Critical Illness, Whole Life, ID TheftEmployee Assistance ProgramPaid uniforms or clothing allowance based on positionEmployee 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.