Service Administrator

RB Scott Company, Inc.; Eau Claire (WI); On-site; USD 45,000 - 65,000; Full time

Job summary

RB Scott Company, Inc. is seeking a highly organized Service Administrator to own the administrative process of service jobs from opening to invoicing and final documentation.

The role requires initiative, problem-solving, and the ability to juggle multiple priorities while maintaining meticulous records and strong communication with technicians, customers, and vendors.

Qualifications

• Exceptional organizational ability with a strong emphasis on accuracy.
• Excellent written and verbal communication skills; able to interact with technicians, management, customers, and vendors.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Experience with purchasing/receiving parts and maintaining service-related records.

Responsibilities

• Manage service work orders from opening through invoicing and completion.
• Maintain accurate information for all open service jobs and follow up on outstanding items.
• Review time entries and technician reports for completeness and accuracy.
• Source, order, and receive parts for field and shop service jobs.
• Prepare and coordinate documentation for warranty claims and billing.
• Coordinate documentation and scheduling for pre- and post-lease equipment inspections.

Skills

Organizational skills

Attention to detail

Communication skills

Time management

Problem solving

Independence

Tools

Sage 100

ERP software

CRM systems

Job description

RB Scott Company is looking for a highly organized, detail-oriented Service Administrator to join our team. This is a key position within our Service Department, responsible for keeping the administrative side of our service operations organized, accurate, and moving forward.

This is not simply a support role. The Service Administrator owns the administrative process for service jobs from opening through invoicing and final documentation. We are looking for someone who takes initiative, follows through, enjoys solving problems, and can confidently manage multiple priorities without losing track of the details.

What You’ll Do

• Manage service work orders from job opening through completion, documentation, and invoicing.
• Maintain accurate and current information for all open service jobs and proactively follow up on outstanding items.
• Review technician service reports and time entries for completeness and accuracy.
• Source, order, and receive parts needed for field and shop service jobs.
• Verify part numbers, pricing, availability, and delivery information and communicate parts status to the service team.
• Create and maintain purchase orders and ensure parts, freight, vendor invoices, and other job costs are assigned to the correct work order.
• Develop quotes for routine field and shop service work.
• Prepare and coordinate documentation for warranty claims.
• Maintain complete physical and electronic service job files, including service reports, purchase orders, vendor invoices, customer documentation, photos, approvals, and other supporting records.
• Coordinate documentation and scheduling for pre- and post-lease equipment inspections.
• Work directly with technicians, management, finance, sales, customers, and vendors to obtain information and resolve issues.
• Identify missing information or administrative issues that are delaying completion or invoicing and take ownership of resolving them.
• Prepare for and participate in weekly Service Production meetings with accurate updates on open jobs, outstanding issues, and next steps.
• Maintain organized records and ensure completed work is processed for billing in a timely manner.

What We’re Looking For

The right person for this role is someone who naturally takes ownership and follows things through to completion.

You’ll be successful in this position if you are:

• Exceptionally organized and able to manage a high volume of open items.
• Detail-oriented with a strong commitment to accuracy.
• Comfortable prioritizing your own workload and working with deadlines.
• Proactive about following up and resolving missing information.
• Comfortable asking questions when needed while also working independently.
• A strong communicator who can work effectively with technicians, managers, customers, vendors, and other departments.
• Able to work in a fast-paced environment where priorities can change throughout the day.
• Dependable, accountable, and known for strong follow-through.

Qualifications

• Previous experience in service administration, work order management, parts, equipment dealerships, construction, manufacturing, field service, or a related environment is preferred.
• Experience purchasing and receiving parts or materials is strongly preferred.
• Experience with ERP or accounting software; Sage 100 experience is a plus.
• Experience with CRM systems is a plus.
• Strong written and verbal communication skills.

About RB Scott Company

For more than 50 years, RB Scott has served the aggregate and recycling industries with equipment, parts, and service solutions. Our team works closely together to provide exceptional service to our customers throughout the Midwest.

We’re looking for someone who wants to become an important part of our Service team and takes pride in creating the organization and follow-through that allow our technicians and Service Department to be successful.

If you’re someone who likes keeping things organized, solving problems, closing the loop, and seeing work through from beginning to end, we’d like to hear from you.