Service Administrator

Fairbanks Scales Inc.; Nashville (TN); On-site; USD 36,000 - 48,000; Full time

Job summary

Fairbanks Scales Inc. seeks a Service Administrator to provide administrative and customer service support to the Customer Service Center(s). The role handles inquiries, billing, order processing, and invoicing tasks to keep service operations running smoothly.

The position requires a high school diploma or equivalent and at least one year of related experience, with proficiency in Microsoft Office and attention to detail. The job supports a busy office environment and teamwork across divisions.

Qualifications

• This position requires a high school diploma or equivalent.
• One year of directly related work experience is required.

Responsibilities

• Answers incoming phone calls and directs them to the appropriate party.
• Handles general customer inquiries including invoices, billing questions, and product information.
• Collects on past due invoices.
• Inputs billing data.
• Generates and completes quality work orders.
• Completes inter-division billing (installation, intra-shop transfers & warranty).
• Inputs, tracks, and verifies commissions using Quarterly Commission Report.
• Opens and prints the Open Order Report weekly and schedules technicians from it.
• Reviews and processes Accounts Payable invoices.
• Uses Metrix Software to open, process, and complete orders.
• Types correspondence for Area Sales Manager(s).
• Orders publications, literature, and office supplies; maintains literature filing.
• Manages parts inventory, maintains order log, pricing/ordering with vendors.
• Maintains quotation log for the Customer Support Center.
• Maintains current DOT driver qualification files.
• Other duties as assigned.

Skills

Excel

Word

Outlook

Attention to detail

Problem solving

Communication

Organization

Relationship building

Education

High school diploma or equivalent

1 year related work experience

Tools

Metrix Software

Job description

Summary

The Service Administrator position provides administrative and customer service support to Customer Service Center(s).

Essential Job Duties:

• Answers incoming phone calls and direct calls to the appropriate party.
• Handles general customer inquiries, i.e. invoices and billing questions, general product information.
• Collects on past due invoices.
• Inputs billing data.
• Generates and completes quality work orders.
• Completes inter-division billing (installation, intra-shop transfers & warranty).
• Inputs, tracks, and verifies commissions using Quarterly Commission Report.
• Utilizes and prints the Open Order Report on a weekly basis.
• Schedules technicians from the Open Order Report.
• Reviews and processes Accounts Payable invoices.
• Utilizes the Metrix Software to open, process, and complete orders.
• Types correspondence for the Area Sales Manager(s).
• Orders all publications, literature, and office supplies; maintain the filling of literature.
• Manages parts inventory, including maintaining the order log, pricing/ordering parts, working with various vendors.
• Maintains the quotation log for the Customer Support Center.
• Maintains current driver qualification files for Department of Transportation (DOT) requirements.
• Other duties as assigned.

Required Qualifications

Required qualifications to effectively perform the job. An equivalent combination of education, training and experience will be considered. (Additional requirements may be designated by position.)

• This position requires a high school diploma or equivalent.
• Must have one year of directly related work experience.

Knowledge, Skills and Abilities

• Proficient in Microsoft Office products - specifically Excel, Word and Outlook.
• Critical thinker with exceptional attention to detail.
• Excellent problem-solving skills.
• Excellent communication skills, both verbally and in writing.
• Ability to effectively organize and prioritize work as well as concentrate on multiple tasks simultaneously.
• Ability to develop and maintain business relationships.

Work Environment

• General office conditions. Exposed to moderate noise levels.

Physical Abilities

• Required to use close vision and be able to focus.
• Regularly required to talk and hear; frequently required to sit, stand and bend at the knee and waist, and walk.
• Must be able to have repetitive wrist, hand and/or finger movement to type and work on computer.
• Must have finger dexterity and hand-eye coordination to work on computer, telephone, and related office equipment.
• Regular attendance is a necessary and essential function.

Fairbanks Scales Inc. is an Equal Opportunity Employer including Disability/Vets

DISCLOSURE REGARDING BACKGROUND INVESTIGATION

Fairbanks Scales Inc. may obtain information about you from a third-party consumer reporting agency for employment purposes. Thus, you may be the subject of a "consumer report" and/or "investigative consumer report" which may include information about your character, general reputation, personal characteristics, and/or mode of living, and which can involve personal interviews with sources such as neighbors, friends, or associates, The reports may contain information regarding your credit history, criminal history, social security verification, motor vehicle records ("driving records"), verification of your education or employment history, or other background checks. Credit history will only be requested where such information is substantially related to the duties and responsibilities of the position for which you are applying.

NOTIFICATION OF PRE-EMPLOYMENT DRUG SCREENING

Fairbanks Scales Inc. performs post-offer, pre-employment drug testing for all roles prior to being hired into any role as part of our Drug Free Workplace Policy. In addition, Fairbanks Scales Inc. performs post-offer, pre-employment drug testing under the authority of the U.S. Department of Transportation prior to being hired for any role or transferred into a safety-sensitive role.