Administrator - Service

R. F. MacDonald Co.; Sparks (NV); On-site; USD 42,000 - 66,000; Full time

Job summary

R. F. MacDonald Co. seeks a Service Administrator to support the Service Department in Reno, working closely with the service manager, dispatcher, technicians, and vendors.

Primary duties include data entry for all service jobs in NetSuite, organization of purchase orders, and handling service documents. The role requires strong organization and proactive problem-solving. The candidate will assist with daily operations, cross-train across administrative areas, and collaborate with the admin

Qualifications

• Associates degree in accounting or minimum two years related experience.
• Excellent verbal and written communication skills.
• Proficient in Excel, Word, and accounting software systems.
• Strong interpersonal skills and ability to follow written and verbal instructions.
• Ability to work in a team environment and manage priorities under changing conditions.
• Professional appearance and prompt attendance.

Responsibilities

• Set up all service quoted jobs using NetSuite.
• Organize, create and manage purchase orders, repairs and service documents.
• Communicate with vendors and technicians regarding status updates.
• Coordinate daily operations with the service dispatcher; assist as needed.
• Cross-train in other administrative areas (collections, billing, payroll, receptionist).
• Collaborate with admin manager and service dept. to improve performance.
• Create and track item requests through central purchasing.
• Prepare parts pull sheets and pull parts for Time and Material jobs.
• Coordinate with warehouse to ensure correct parts handling and placement.
• Assist with yearly inventory for warehouse and trucks.

Skills

Communication skills

Teamwork

Multitasking

Follow-through

Interdepartmental understanding

Organization

Deadline-driven

Systems navigation

Pressure management

Self-motivated

Education

Associates degree in accounting

Tools

Excel

Word

Accounting software

Job description

Description

Position: Service Administrator

Classification: Full-Time/Non-Exempt

Location: Reno

Reports To: Administrative Manager

JOB DESCRIPTION

Summary/Objective:

The Service Administrator will work closely with the Service Dept., including the service manager, dispatcher, technicians and vendors. The primary responsibility is to monitor data entry for all service jobs, utilizing the software system NetSuite. The successful candidate must be organized and proactively anticipate the Service Dept.’s needs. Performs other related duties as required and assigned.

Essential Functions:

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

• Set up all service quoted jobs, utilizing existing software program: NetSuite
• Organize, create and manage purchase orders, recommended repairs and service documents
• Make phone calls and emails to vendors and service technicians, concerning status updates
• Work with the service dispatcher on daily operations, including scheduling when needed
• Assist the office administration and service dept. with any other duties as required
• Be willing to cross train on all other administrative positions such as collections, billing, payroll and receptionist.
• Work with the admin manager and service dept. to improve performance within the service department
• Create and track item requests through central purchasing
• Create parts pull sheets and pull parts as needed for Time and Material jobs
• Work closely with the warehouse to make sure all parts have been pulled, labeled and placed in the correct section of the warehouse
• Help with yearly inventory including warehouse, parts cabinet and technician/boilermaker trucks

Requirements

• Must have good communication skills, communicate internally and externally with customers
• Must be able to work in a team environment
• comfortable processing multiple transactions accurately.
• Must be able to multitask.
• Must have Strong follow-through skills
• understands how technicians, dispatchers, customers, and billing departments interact.
• Must be organized and demonstrate ability to switch between duties efficiently
• Ability to meet deadlines and/or targets
• ability to navigate multiple systems and learn new software.
• Must be adept at handling pressure and working under stress
• Must be self--motivated and driven

Supervisory Responsibility

This position has no direct supervisory responsibilities.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. This job operates in a professional office environment. Much of the role will take place at a desk on a computer. An ergonomic chair will be provided.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. This is largely a deskbound role; however, filing, correlating, reproduction and binding materials are required. This would require the ability to lift files, open filing cabinets, bend or stand on a stool, climb stairs, and prepare training and meeting rooms/spaces as necessary.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, 7:00 a.m. to 4:00 p.m. This position regularly requires long hours and occasional travel work as job duties demand.

Travel

Travel may be required for this position to customer and RFMCo. sites with out-of-area and possible overnight travel expected.

Required Education and Experience

• Associates degree (A.A.) in accounting or minimum two years related experience.
• Ability to perform diversified clerical functions and working knowledge of accounting procedures.
• Excellent verbal and written communication skills.
• Proficient on (Excel, Word, and accounting software systems.)
• Strong interpersonal skills.
• Ability to understand and follow written and verbal instructions
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Commitment to excellence and high standards.
• Strong organizational skills; able to manage priorities and workflow.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Must be able to speak, read, write, and understand the primary language(s) used in the workplace.
• Professional appearance and demeanor
• Excellent attendance and promptness a must.

Other duties:

Please note, this job description is not a comprehensive listing of activities, duties or responsibility that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.