Service Administrator

Gregory-Poole-Equipment-Company; Garner (NC); On-site; USD 36,000 - 48,000; Full time

Job summary

Gregory-Poole-Equipment-Company seeks a Service Administrator to support rental shop operations by handling essential administrative and workflow tasks. You will open, assign, and manage service calls based on fleet needs and customer demand, while maintaining accurate records.

You will coordinate repairs, assist technicians, manage parts and warranty documentation, generate repair estimates, process purchase orders and invoices, and communicate service updates to customers and internal teams

Qualifications

• High school diploma required.
• 2+ years of administrative experience.
• Ability to sit or stand for extended periods; lift 75 lbs.
• Strong communication and customer service skills.
• Intermediate PC skills; proficiency with MS Word.

Responsibilities

• Open, assign, and manage service calls based on fleet needs and customer demand.
• Review, update, and close service calls with accurate records.
• Monitor equipment status and prioritize readiness, turnaround, and repairs.
• Support multiple locations and assist with operational projects as needed.
• Participate in after-hours on-call rotation.
• Verify technician time entries for accuracy and alignment with work performed.
• Assist technicians with system and administrative needs.
• Coordinate repair activities and ensure alignment with priorities.
• Parts ordering and tracking as needed.
• Generate repair estimates for customers related to damage, cleaning, or loss.
• Process purchase orders, expenses, and billings tied to service activity.
• Review and route warranty documentation for approval.
• Maintain accurate documentation and service-related records.
• Respond to customer service and repair inquiries across multiple channels.
• Resolve customer concerns and ensure timely follow-up.
• Communicate service updates to internal teams and customers.
• Coordinate equipment movement and act as liaison between customers, coordinators, and technicians.

Skills

Communication

Customer service

Administrative coordination

Multichannel communication

Education

High school diploma

Tools

Microsoft Word

Job description

Primary Function
The Service Administrator supports rental shop operations by managing essential administrative and operational responsibilities.

Essential Duties

Coordinate Service Operations and Workflow

• Open, assign, and manage service calls based on fleet needs and customer demand
• Review, update, and close service calls while maintaining accurate records
• Monitor equipment status and prioritize readiness, turnaround, and repairs
• Support multiple locations and assist with operational projects as needed
• Participate in after-hours on-call rotation

Support Technicians and Field Execution

• Verify technician time entries for accuracy and alignment with work performed
• Assist technicians with system and administrative needs
• Coordinate repair activities and ensure alignment with operational priorities
• Parts ordering and tracking as needed

Manage Financial and Administrative Processes

• Generate repair estimates for customers related to damage, cleaning, or loss
• Process purchase orders, expenses, and billings tied to service activity
• Review and route warranty documentation for approval
• Maintain accurate documentation and service-related records

Deliver Customer Service and Communication

• Respond to customer service and repair inquiries across multiple channels
• Resolve customer concerns and ensure timely follow-up
• Communicate service updates to internal teams and customers
• Coordinate equipment movement and act as liaison between customers, coordinators, and technicians

Minimum Requirements

Education

High school diploma.

Work Experience

• 2+ years in a similar administrative role.

Physical

• Role may be located in a shop floor environment or office
• Ability to sit or stand for extended periods
• Ability to bend, kneel and lift 75 lbs

Other

• A technical background preferred
• Strong communication (email, text, phone, in-person)
• Excellent customer service
• Intermediate PC skills, especially with Microsoft Word