Service Administrator

Gregory Poole Equipment Company; Mebane (NC); On-site; USD 38,000 - 58,000; Full time

Job summary

Gregory Poole Equipment Company is seeking a Service Administrator to coordinate service operations, support technicians, and manage customer communication. The role emphasizes accurate record-keeping, efficient processing of estimates, invoices, and work orders, and timely responses to customers.

You'll work across multiple locations, collaborate with service teams, and participate in after-hours on-call tasks as needed.

Qualifications

• High School Diploma required.
• 2+ years of administrative experience.
• Proficient with Microsoft Office.
• Strong verbal and written communication skills.

Responsibilities

• Coordinate Service Operations: Open, assign, track, and close service work orders and monitor priorities.
• Support Service Technicians: Verify labor entries and assist with administrative/documentation tasks.
• Manage Service Administration and Financial Processes: Prepare estimates, process purchases, expenses, invoices, and warranty documents.
• Deliver Customer Support: Respond to inquiries, communicate updates, and maintain positive customer relationships.

Skills

Communication

Customer service

Relationship-building

Education

High School Diploma

Tools

Microsoft Office

Job description

Primary Function

The Service Administrator provides operational, administrative, and customer support to service operations by coordinating service activities, maintaining accurate records and financial transactions, and facilitating effective communication between customers, technicians, and internal stakeholders.

Essential Duties

Coordinate Service Operations

• Open, assign, track, and close service work orders to ensure timely completion of customer service and repair requests
• Prioritize equipment repairs, maintenance, and readiness activities
• Monitor equipment status and communicate service priorities to appropriate stakeholders
• Support multiple locations and assist with operational initiatives and special projects
• Participate in an after-hours on-call rotation to support service operations

Support Service Technicians and Repair Execution

• Coordinate repair activities and work assignments to align with operational priorities
• Verify technician labor entries for accuracy and consistency with completed work
• Assist technicians with administrative, system, and documentation requirements
• Facilitate communication between technicians, service teams, and operational personnel to support efficient service delivery

Manage Service Administration and Financial Processes

• Prepare customer estimates for equipment damage, cleaning charges, loss recovery, and repair work
• Process purchase orders, expenses, invoices, and billings associated with service operations
• Review, route, and maintain warranty documentation in accordance with company procedures
• Maintain accurate service records, work orders, and supporting documentation
• Ensure service transactions and administrative processes are completed accurately and timely

Deliver Customer Support and Communication

• Respond to customer inquiries regarding service, repairs, and equipment status
• Resolve customer concerns and provide timely follow-up to ensure satisfaction
• Communicate service updates and repair progress to customers and internal stakeholders
• Coordinate equipment movement and serve as a liaison between customers, coordinators, and technicians
• Build and maintain effective working relationships that support a positive customer experience

Minimum Requirements

Education

High School Diploma.

Work Experience

• 2+ years working experience in a similar administrative related position.

Physical

• Must be able to work for long periods while seated.

Other

• Demonstrate effective verbal and written communication skills and strong customer service and relationship-building skills when interacting with customers and internal stakeholders.
• Utilize personal computer applications proficiently, including intermediate-level skills in word processing software, preferably Microsoft Office products.