Operations & Customer Admin Specialist

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

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.