Administrative Service Advisor

Midwest Machinery Co.; United States; On-site; USD 38,000 - 54,000; Full time

Benefits offered by this job

PTO, Holidays, Bereavement, Civic Pay,

401k with company match

Health insurance options

Dental and Vision plans

Medical and Dependent Care FSAs

Company paid life insurance

Short-Term Disability

Voluntary benefits (LTD, Accident, etc

Employee Assistance Program

Uniform/clothing allowance

Employee discounts

Job summary

Midwest Machinery Co. seeks an administrative support professional to handle a broad range of duties for our dealership location. You will direct calls, assist the service manager with reports, and back up store administration while upholding the company’s core values.

The role involves clerical tasks, basic accounting awareness, and strong customer interaction. Clean driving record and flexibility for extended hours may be required.

Qualifications

• High school diploma or equivalent required.
• Basic knowledge of accounting practices.
• Solid clerical expertise.
• Proficient with Microsoft Office and internet use.
• General understanding of mechanical/technical terms preferred.

Responsibilities

• Handle internal and external service inquiries and route to the Service Department.
• Open and track work orders from initiation to invoicing.
• Maintain service library files, manuals, and bulletins.
• Update customer profiles with equipment hours and orders.
• Process warranty and product improvement claims.
• Assist with loading/unloading customer equipment.
• Provide courteous interactions with customers and staff.
• Greet visitors and direct calls to proper parties.
• Prepare bank deposits and balance cash receipts.
• Record accounts receivable and post daily entries.
• Submit accounts payable invoices to Accounting.
• Maintain AR records/database.
• Distribute mail and keep dealership files organized.
• Prepare outgoing mail and standard letters.
• Provide admin support to sales, parts, and service.
• Order office supplies for location staff.
• Collect sales tax exemption forms for Accounting.
• Support a safe work environment and follow safety rules.
• Perform other duties as assigned.

Skills

High School Diploma

Basic knowledge of accounting

Clerical proficiency

Microsoft Office proficiency

Mechanical/technical terms knowledge

Education

High School Diploma or equivalent

Tools

Microsoft Office

Job description

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

Qualifications

Experience, 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 preferred

Physical, 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 study

Benefits:

• - 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 Programs

This 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.