Service Administrator

Owen Companies; Fort Worth (TX); On-site; USD 38,000 - 54,000; Full time

Job summary

Owen Companies in Fort Worth, TX is seeking a Service Administrator to support daily branch operations, acting as the first point of contact for customers, vendors, and staff while ensuring smooth service activity and administrative follow-up.

You will handle front-office tasks, coordinate with Accounts Receivable/Payable on invoices and purchase orders, and assist the Service Manager with open work orders, scheduling updates, and documentation.

Qualifications

• High school diploma or equivalent required; two or more years in administrative or customer service roles preferred.
• Experience coordinating service activities, invoices, and vendor communications is a plus.
• Ability to work cross-functionally with customers, technicians, and management.

Responsibilities

• Branch & Office Administration: Answer calls, greet customers, route inquiries to the appropriate department.
• Assist with front-office organization, mail, deliveries, office supplies, and daily branch needs.
• Serve as liaison between the branch, Accounts Receivable and Accounts Payable on invoices, POs, and billing questions.
• Provide backup administrative support during staffing shortages or busy periods.
• Service Department Administration: Assist the Service Manager with customer communication, open work orders, and technician paperwork.
• Create, update, and maintain service work orders in the service management software with accurate details.
• Provide timely updates on scheduling, parts delays, job progress, and customer concerns requiring follow-up.
• Prepare completed work orders for review and invoicing, helping correct discrepancies before billing.

Skills

Administrative experience

Customer service

Service coordination

Dispatch

Dealership experience

Equipment/rental knowledge

Education

High school diploma or equivalent

Tools

Service management software

Microsoft Outlook

Excel

Word

Teams

Scanners

Printers

Job description

Job Details

Job Location: RELIANCE - 63 - FORT WORTH, TX 76111

Position Type: Full Time

Education Level: High School

Travel Percentage: None

Job Shift: Day

POSITION SUMMARY

The Service Administrator supports daily branch operations by combining front-desk responsibilities with administrative support for Department Managers and the overall branch team. This position serves as a first point of contact for customers, vendors, technicians, sales staff, and corporate departments while helping keep service activity and administrative follow-up organized. The role requires strong communication, attention to detail, professionalism, and the ability to handle multiple priorities in a busy equipment dealership environment.

KEY RESPONSIBILITIES

Branch & Office Administration

• Answer incoming calls, greet walk-in customers, and route inquiries to the appropriate department or team member.
• Assist with front-office organization, mail, deliveries, office supplies and other daily branch needs.
• Serve as a liason between the branch, Accounts Receivable, and Accounts Payable on service invoices, purchase orders, customer billing questions, vendor invoices, credits, and supporting documentation.
• Provide backup administrative support during staffing shortages, high-volume periods, vacations, or special projects.

Service Department Administration

• Assist the Service Manager with customer communication, open work order review, technician paperwork, service records, follow-up items, branch communication, and invoice readiness.
• Create, update, and maintain service work orders in the service management software with accurate customer, equipment, labor, parts, complaint, cause, correction, and billing information.
• Provide timely updates regarding service scheduling, repair progress, parts delays, job completion, pickup or delivery readiness, and customer concerns requiring Service Manager follow-up.
• Prepare completed work orders for review and invoicing, helping identify and correct discrepancies in labor, parts, pricing, purchase orders, customer information, and invoice backup before final billing.

QUALIFICATIONS / EXPERIENCE

• High school diploma or equivalent required; two or more years of administrative, customer service, service coordination, dispatch, dealership, rental, equipment, automotive, truck, or industrial service experience preferred.
• Working knowledge of work orders, service invoices, purchase orders, warranty claims, technician time, parts requests, and customer approval processes.
• Strong verbal and written communication skills with the ability to communicate professionally with customers, technicians, vendors, sales staff, managers, and corporate departments.
• Highly organized and detail-oriented, with the ability to manage multiple priorities, interruptions, phone calls, walk-in traffic, and time-sensitive follow-up items in a fast-paced branch environment.
• Comfortable using service management software, Microsoft Outlook, Excel, Word, Teams, scanners, printers, and general office technology; must be dependable, professional, customer-focused, able to maintain confidentiality, follow procedures, ask clarifying questions, and elevate issues when appropriate.

PHYSICAL REQUIREMENTS / WORK ENVIRONMENT

• Work is primarily performed in an office and service branch environment with regular interaction with customers, technicians, vendors, and management.
• Must be comfortable working around an active service shop, equipment yard, vehicles, forklifts, parts areas, and other branch operations, while following all posted safety rules and wearing required PPE when entering operational areas.
• May be exposed to normal shop and yard conditions, including noise, dust, exhaust, weather changes, moving equipment, and other industrial surroundings.
• Ability to sit, stand, walk, bend, reach, use a computer, operate standard office equipment, and communicate by phone, email, and in person throughout the workday.
• Ability to lift, carry, or move office supplies, files, and small packages up to 25 lbs. as needed.

TRAVEL AND SCHEDULE EXPECTATIONS

• Based in Fort Worth, TX with limited or no regular travel expected.
• Standard Monday-Friday schedule, with occasional overtime or schedule adjustments based on business needs.
• Regular and predictable attendance is required.