Service Administrator

RWC Group; San Fernando (CA); Hybrid; USD 42,000 - 54,000; Full time

Job summary

RWC Group is seeking a Service Administrator to support the Service team. The role involves coordinating billing, time tracking, and service records while working closely with Service Managers, Advisors, Technicians, and customers to keep work orders on track.

You will help manage work orders, posting labor times, and assisting with warranty claims. A strong focus on organization and communication will be essential to ensure timely service delivery and customer satisfaction.

Qualifications

• Basic knowledge of accounting practices preferred.
• Strong organizational and communication skills required.
• Experience with computer applications such as Microsoft Office and internet-based programs preferred.
• General understanding of mechanical/technical terms is helpful.

Responsibilities

• Field service inquiries via phone, walk-ins, and email for the Service Department.
• Post technicians’ labor times and manage service work orders.
• Open, update, and close work orders as directed by the Service Manager.
• Assist Managers in tracking in-process work orders to ensure timely closures.
• Process warranty claims and Submits to manufacturers, follow up on payments.
• Schedule PMs/DOT inspections and recalls with customers, and communicate status updates.
• Direct daily communication with customers regarding vehicle status in the shop.

Skills

Organizational skills

Communication skills

Microsoft Office

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Job description

Service Administrator Job Posting | RWC Group | Heavy-Duty Commercial Truck & Bus Dealership

Keep the Details Moving. Help Keep Our Customers on the Road.

RWC Group is looking for an organized, dependable, and customer-focused Service Administrator to support our Service team. In this role, you'll work closely with Service Managers, Service Advisors, Technicians, and customers to help manage work orders, technician time, billing information, service records, and day-to-day administrative needs.

At RWC Group, we're one of the largest commercial truck and bus dealership groups in the Western United States, with approximately 900 employees across Arizona, California, Oregon, Washington, and Alaska. Every day, our Service Managers lead the teams that keep customers on the road by delivering safe, high-quality repairs, exceptional customer service experiences, and operational excellence.

Summary: The Service Administrator primary function is to assist in organizing the billing and time tracking portion of the Service Department – from customer pay to warranty submission.

Essential Job Functions:

• 1) Fields incoming internal and external customer inquiries for the Service Department – both in terms of phone calls,walk in customers, and email communication.
• 2) Posting of Service Technicians labor times.
• 3) Opens work orders as directed, updates technician comments and prepares the work orders for closing. May close work orders as directed by the Service Manager.
• 4) Assists the Service Manager and Assistant Service Managers in staying on top of work orders in process to ensure that they are closed in a timely fashion.
• 5) Processes Service Department warranty claims and PIP’s. Submits claims to the manufacturer and follows up to ensure payment is received.
• 6) Communicatewith customer to schedule PM's/DOT inspections,Recalls ,inoperable telematicdevices, etc.
• 7) Direct daily communication with customers to update them on the status of vehicles in the shop.

Other Job Functions:

• Maintains Service Department filing and records as needed
• Other duties or projects as assigned by Management

Skills and Qualifications:

• Basic knowledge of accounting practices preferred
• Strong organizational and communication skills
• Ability to use computer applications such as Microsoft Office and internet based programs
• General understanding of mechanical/technical terms is preferred
• High School Diploma or GED

RWC Group is an Equal Opportunity Employer M/F/V/H. This posting is intended to provide a general overview of the position. A complete job description, including essential duties, and qualifications is available and will be provided to candidates during the selection process.