Operations & Customer Experience Administrator

MacAllister Machinery Company, Inc.; Niles Charter Township (MI); On-site; USD 40,000 - 56,000; Full time

Job summary

MacAllister Machinery Company, Inc. is seeking an administrative support professional to assist the service team with work-order administration, billing coordination, and customer communication. The role involves handling orders, POs, time reconciliation, and coordination with parts/vendors.

The position emphasizes strong communication, teamwork, and reliable clerical skills, with on-site duties in a shop environment and opportunities to support HR and onboarding processes.

Qualifications

• High School Diploma or equivalent required.
• 3 years of customer service experience in a shop environment preferred.

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, act as main point of contact for issue resolution.
• Reconcile technician time and SIMS entries daily, prepare basic WIP and variance reports, update 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, ensure compliance logs are current.
• Provide frontline office coverage: answer phones, rotate receptionist duties, be HR liaison for forms and questions.
• Serve as workgroup onboarding expert for new hires.
• Perform other clerical or administrative tasks as assigned to keep operations running smoothly.

Skills

Communication skills

Customer service

Team player

Office software

Education

High School Diploma or equivalent

Tools

Microsoft Office

CAT/MacAllister/Michigan Cat systems

Job description

MacAllister Machinery Company, Inc. is seeking an administrative support professional to assist the service team with work-order administration, billing coordination, and customer communication. The role involves handling orders, POs, time reconciliation, and coordination with parts/vendors.

The position emphasizes strong communication, teamwork, and reliable clerical skills, with on-site duties in a shop environment and opportunities to support HR and onboarding processes.