Field Service Administrator: Order Closures & Invoicing

MacAllister Machinery Co., Inc.; Shelby Charter Township (MI); On-site; USD 42,000 - 56,000; Full time

Job summary

MacAllister Machinery Co., Inc. is seeking a Service Administrator to handle the department’s administrative functions and the final closing of work orders and related documentation.

You will coordinate with Technicians and other departments to close items, verify warranty coverage and prepare final invoices for customers. The role requires reviewing work orders for completeness, obtaining purchase orders, and tracking aging to ensure timely invoicing.

Qualifications

• High school education or equivalent.
• Three years customer service experience or equivalent with two years in an engine or heavy equipment service facility, preferably with Caterpillar.
• Excellent communication skills, including verbal, written and listening.
• Solid understanding of work area metrics for departmental dashboards.
• Understands the value of Six Sigma in improving the workplace.
• Strong problem solving and customer service orientation.
• Excellent computer skills, including Word, Excel and database systems.

Responsibilities

• Performs the general administrative duties of the department (typing, filing, phone coverage, etc.).
• Serves as the Field Service Department’s main point of contact for closing work orders, communicating with Technicians and other Departments to close items and finalize invoices.
• Estimates customer costs and obtains purchase orders.
• Tracks work orders for aging and follows up to ensure timely invoicing.
• Maintains professionalism, courtesy, appearance and customer service.
• Codes and processes expense sheets, outside POs, COD invoices and COD jobs; updates COD daily.
• Codes and processes invoices for field service departments.
• Assigns time to specific jobs and payroll; monitors vacation and personal leave days.
• Coordinates daily work and forwards issues to the appropriate area.
• Maintains DOT files and completes accident reports.
• Assists service manager with staff meetings, budgets and objectives.

Skills

Communication skills

Customer service

Computer skills

Minimum supervision

Product knowledge

Six Sigma understanding

Education

High school diploma or equivalent

Tools

Word

Excel

Database systems

Job description

MacAllister Machinery Co., Inc. is seeking a Service Administrator to handle the department’s administrative functions and the final closing of work orders and related documentation.

You will coordinate with Technicians and other departments to close items, verify warranty coverage and prepare final invoices for customers. The role requires reviewing work orders for completeness, obtaining purchase orders, and tracking aging to ensure timely invoicing.