Administrator - Service

MacAllister Machinery Co., Inc.; Lansing (MI); On-site; USD 36,000 - 48,000; Full time

Job summary

MacAllister Machinery Co., Inc. is seeking a capable administrative assistant to support the service team with work-order administration, billing coordination, and frontline receptionist duties. You will be the primary contact for customers and vendors, helping ensure accurate records and timely issue resolution.

The role emphasizes strong communication, teamwork, and proficiency with MS Office and shop systems. Prior experience with heavy equipment service is preferred.

Qualifications

• High School Diploma or equivalent.
• 2 years of customer service experience in a shop environment.
• Preferred: 2 years of customer service experience with heavy equipment service.

Responsibilities

• Open work orders and track warranty or core issues.
• Gather billing details, issue POs, route invoices.
• Serve as main contact for customer issues and resolutions.
• Reconcile technician time and prepare WIP/variance reports.
• Coordinate parts returns and supplier discrepancies.
• Provide front-desk coverage and HR liaison duties.
• Onboard new hires and assist with onboarding tasks.
• Perform other clerical tasks to keep operations running smoothly.

Skills

Communication

Customer service

Interpersonal skills

Teamwork

Computer skills (MS Office)

Vendor management

Education

High School Diploma or equivalent

Tools

Microsoft Office (Outlook, Word, Excel, PowerPoint)

CAT/MacAllister/Michigan Cat systems

Job description

Position Summary

Description

Position Summary

This position supports the service team with various administrative tasks to ensure smooth operations and high customer satisfaction.

Position Duties/Responsibilities

Primary Responsibilities:

• Assist with comprehensive work-order administration tasks including opening orders, adding segments, uploading service reports/data, tracking reopens, entering SLAC notes, and flagging warranty or core issues for review.
• Gather and validate billing details, collect COD deposits, obtain customer POs, issue work-order purchase orders, and route approved invoices for payment; help set up new customer and vendor accounts.
• Provide customer support as issues arise, provide direction of issues for resolution by being main point of contact.
• Reconcile technician time and SIMS entries daily, prepare basic WIP and variance reports, and update employee/union/government or CI boards as directed.
• Support parts and vendor coordination by monitoring parts returns, core credits, and PO/vendor discrepancies.
• Maintain routine facilities and supply needs, log building-maintenance requests, order office/shop consumables, track uniform inventories, and ensure compliance logs are current.
• Provide frontline office coverage: answer phones as needed, rotate receptionist duties, main point of contact for uniform issues, schedule store events/food, and serve as HR liaison for forms and first-level employee questions.
• Serve as workgroup onboarding expert for new hires
• Perform other clerical or administrative tasks as assigned to keep operations running smoothly.

Supervisory Responsibilities

• No formal supervisory responsibilities.

Position Requirements

Required

• High School Diploma or equivalent
• 2 years of customer service experience in a shop environment

Preferred

• 2 years of customer service experience with heavy equipment service.

Knowledge, Skills, And Abilities

The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Strong communication skills including verbal and written with people at all levels of the company, customers, and outside vendors/consultants
• Excellent customer service skills with the ability to meet and/or exceed customer expectations
• Strong interpersonal skills and ability to manage conflict in a win/win style, work always with a team mentality
• Strong computer skills including experience with Microsoft Office (Outlook, Word, Excel, and PowerPoint), and the ability to learn CAT/MacAllister/Michigan Cat systems
• Professional demeanor with both internal and external personnel including personal appearance and friendly, courteous treatment of peers, subordinates and people at all levels inside and outside the organization

Other Requirements of Position

• Works under immediate supervision. Relies on instructions and pre-established guidelines to perform functions of the job.
• Major responsibilities do not typically require exercising independent judgment. Detailed instructions or established procedures are usually available as guidelines for most aspects of the job.
• Errors, if they occur, take some effort to find. Errors can be fixed with some effort or expense and moderate effect on the company.

The duties and responsibilities outlined in this posting are not exhaustive and may evolve based on business needs.

All MacAllister Machinery companies are an Equal Employment Opportunity Employer, including Disabled and Veteran applicants.