Marine Service Administrator

W.W.Williams; Portland (ME); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Paid holidays

Wellness day

Paid time off

Referral bonus

Medical insurance

Dental insurance

Vision insurance

401(k) match

Training programs

Growth opportunities

Job summary

W.W. Williams is seeking a Marine Service Administrator to support the estimating process for marine service. You will be the first point of contact for marine customers, creating initial repair orders and coordinating with the Service Manager on invoicing and warranty checks.

In this role, you will manage sub-dealer access, handle tax documentation, and ensure accurate coding of repair orders. Strong communication and proficiency with Microsoft Office are essential.

Qualifications

• Minimum 2+ years of related experience and a high school diploma or GED.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office Suite.

Responsibilities

• Serves as first point of contact for marine customers.
• Create initial repair orders with detailed issue descriptions.
• Coordinate with Service Manager on invoicing and charge processing.
• Run credit card payments and process checks into repair orders.

Skills

2+ years experience

Strong communication

Microsoft Office

Education

High school diploma or GED

Job description

Marine Service Administrator Opportunity Summary

Provides service support in the estimating process for marine service. Serves as the first point of contact for marine customers, prepares accurate and timely estimates to repair customers marine products, and manages administrative functions of the marine service department and sub dealer support by performing the following duties.

Job Duties

• Serves as first point of contact for marine customers, providing prompt and professional service support.
• Sends initial customer contact forms to customers who are not yet set up in the system.
• Create initial repair orders for customers with detailed descriptions of reported issues.
• Send credit card sheets to customers who are not set up on credit terms.
• Performs final billing once repair orders have been reviewed and finalized.
• Runs credit card payments and processes check into repair orders once they are ready for invoicing.
• Coordinates with Service Manager for charge invoice processing.
• Follows up with customers after credit card charges; sends customer satisfaction surveys to verify service quality.
• Ensures all repair orders are coded properly, including the addition of 040/Serial numbers.
• Checks and verify vessel/unit warranty status and identifies any open bulletins on the unit.
• Escalates customer-identified issues to the Service Manager as appropriate.
• Serves as primary administrator for all Volvo Penta Partner Network (VPPN) access issues, handling login and access requests from sub-dealer personnel.
• Adds, maintains, and manages sub-dealer employee access across Volvo systems, including VPPN user creation and maintenance, user rights and roles in the Baldo System, and application access configuration via VPPN Self Service.
• Provides ongoing troubleshooting and coordination with Volvo support teams to resolve sub-dealer access and system issues.
• Supports Volvo Penta Shop (Online Parts System) sub-dealer rollout and ongoing support, including setting up new VPPN users and permissions, and identifying and submitting dealer parts users to Volvo.
• Collects and manages required tax documentation; identifies sub-dealer contacts responsible for Tax Resale Certificates and coordinates submission to Volvo to ensure Tax ID compliance required for Shop access.
• Maintains and manages sub-dealer email distribution lists in Outlook and Power Products key Volvo Penta contact lists shared with direct dealers, sub-dealers, and trade accounts.
• Manages communications for Volvo's Spring and Fall Parts Special Discount Programs, including dealer coordination and execution.
• Assists with special projects and additional duties as assigned by management.

Work Experience And Qualifications

• Our ideal candidate would have a minimum of 2+ years of related experience and have a high school diploma or general education degree (GED).
• Strong written and verbal communication skills.
• Proficient in Microsoft Office Suite.

Employee Rewards And Benefits

• 8 Paid Holidays & 1 Paid Wellness Day
• Paid Time Off
• Employee Referral Bonus Program
• Medical, Dental & Vision Insurance
• 401k with a Company Match
• Company Paid Training
• Growth & Leadership Opportunities

About The Company

W.W. Williams was founded in Columbus, Ohio, in 1912. Today The W.W. Williams Companies have a broad portfolio of businesses located throughout the U.S. and Mexico. The W.W. Williams Companies include CT Power and Guaranteed Truck Service. W.W. Williams offers a full range of industry-leading products, while providing technical/mechanical service and repair, remanufacturing and warehouse/supply chain management solutions to a varied customer base. Our products and services include diesel engines, transmissions, heavy duty truck repair, transport refrigeration, power generation and third-party supply chain logistics services. Our customers include on-highway truck fleets, off-highway equipment users, data centers, hospitals, Department of Defense OEMs, vehicle OEMs, U.S. Military and boat owners to name a few.

What began as a small family-owned business has evolved into one of the nation's most diversified solutions provider. We are relentlessly dedicated to helping our customers achieve maximum up time. From single trucking to cranes to fleet management to power generators to military and commercial packaging - consider it done.

We are Genuine. Honest. Passionate. That's not a slogan, it's a mantra. Everyone who wears the W.W. Williams name - from service technicians to advisors to business executives - is committed to getting the job done right, the first time around. Our people are our greatest assets; we support our team with access to world class training and development opportunities. It's this level of investment and care that matters to customers, giving you peace of mind that your fleet is in the right hands.

W.W. Williams is one of the nation’s largest sales and service networks of industrial power products. With multiple locations across the US and Mexico, we are dedicated to providing highly professional service and strong relationships with our customers.

Join us for a career where you'll grow both personally and professionally in a welcoming, diverse, and inclusive environment.

Competitive wages and benefits. AAP/EPE/M/F/Vets/Disabled, DFWP.