Service Administrator - HOLT Truck Centers

Holt Co.; Houston (TX); On-site; USD 38,000 - 54,000; Full time

Job summary

HOLT Truck Centers is seeking a Service Department Administrator to provide administrative and operational support to the Service Department. The role coordinates repair orders, scheduling, customer communications, and billing as needed, serving as a liaison among customers, service advisors, technicians, parts, and management to ensure efficient service operations.

The incumbent will model the company’s values, maintain accurate records, and support the Service Manager with reporting and

Qualifications

• High school diploma or GED required.
• 1–3 years of administrative or customer service experience preferred.
• Experience in automotive, equipment, or fleet service environment is a plus.

Responsibilities

• Prepare, open, update, monitor, and close repair orders accurately.
• Schedule customer appointments and coordinate service workflow.
• Maintain accurate service records and customer files.
• Process invoices, purchase orders, work orders, and billing transactions.
• Assist with warranty documentation and manufacturer compliance.
• Communicate repair status updates to customers and greet inquiries.

Skills

MS Office

Data entry accuracy

Communication skills

Problem-solving

Organizational skills

Multitasking

Time management

Teamwork

Independent work

Education

High school diploma

Tools

Dealership management software

Service management software

Job description

The Service Department Administrator provides administrative and operational support to the Service Department by coordinating service documentation, customer communications, repair orders, scheduling, and billing if needed within the support of the service advisor teams. This position serves as a key liaison between customers, service advisors, technicians, the parts department, and management to ensure efficient service operations, accurate recordkeeping, and exceptional customer service.

The incumbent in this position is expected to model the following practices on a daily basis:

1. Demonstrate alignment with the company's mission and core business values;
2. Collaborate with key internal/external resources;
3. Participate in ongoing self-development.

Essential Functions

• Models, promotes, reinforces, and rewards the consistent use of HOLT's Values Based Leadership (VBL) tools, models, and processes to ensure alignment with our Vision, Values, and Mission.
• Prepares, opens, updates, monitors, and closes repair orders (ROs) accurately and efficiently, ensuring required documentation is complete.
• Schedules customer appointments and coordinates service workflow to maximize shop productivity.
• Maintains accurate service records, customer files, and repair documentation.
• Processes invoices, purchase orders, work orders, and billing transactions.
• Assists with warranty claims, documentation, and manufacturer compliance requirements.
• Communicates professionally with customers by providing repair status updates, estimates, completion schedules, responding to inquiries; answers incoming calls and greets customers.
• Coordinates with Service Advisors, Technicians, and Parts personnel to ensure timely repair completion.
• Enters service data into dealership management systems while maintaining data accuracy.
• Maintains confidentiality of customer, financial, and company information.
• Supports the Service Manager with administrative projects and by preparing daily, weekly, and monthly service department reports.
• Maintains inventory of office supplies, forms, and administrative materials.
• Ensures compliance with company policies, safety procedures, and quality standards.
• Requires regular and punctual employee attendance.
• Works safely at all times and adheres to all applicable safety policies; complies with all company policies, procedures, and standards.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook); dealership management or service management software is preferred.
• Strong problem-solving, organizational, multitasking, and time management skills.
• Excellent interpersonal skills and customer service abilities to establish working relationships with multiple departments and various levels of the organization.
• Excellent written and verbal communication skills.
• Strong attention to detail and data-entry accuracy.
• Ability to maintain professionalism while handling confidential information.
• Ability to work independently and as part of a team in a fast-paced environment.

Requirements

Education and Experience:

• High school diploma or GED required.
• One to three years of administrative or customer service experience preferred; experience in automotive, equipment, or fleet service environment is a plus.

Preferred Qualifications

• Experience in a commercial fleet maintenance environment.
• Knowledge of heavy-duty truck service terminology and repair processes.
• Experience processing warranty claims and service billing.
• Familiarity with repair order management and service scheduling.

Supervisory Responsibilities:

• None

Travel:

• Up to 10% may be required.

Physical Requirements:

• This position involves extended periods to sit, stand, and walk.
• This role frequently communicates with others, must be able to exchange accurate information in these situations.
• This role routinely uses standard office equipment such as computers, phones, handheld devices, photocopiers, filing cabinets, and fax machines.
• Occasionally lift or move office materials weighing up to 25 pounds.

Work Environment:

• This job is generally performed in a professional office environment adjacent to an active heavy-duty truck service facility.
• Frequently works at fast pace with unscheduled interruptions.

Disclaimer:

Please note that the above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of the incumbents so classified. All incumbents may be required to perform duties outside of their normal responsibilities, as needed.

About HOLT Truck Centers

HOLT Truck Centers offers comprehensive truck service in the shop, including brakes and transmissions. Our expert technicians deliver bumper-to-bumper maintenance, repairs, and rebuilds for almost all truck makes.

In some locations we also sell, rent, and lease new International and Isuzu trucks as well as buses from manufacturers such as IC Bus and Collins.

In all locations we offer new and used trailers and used trucks of all makes.

Department: HOLT Truck (TRUCK)

Employment Type: Full Time

Location: HTL - Houston Loop

Address: 9100 N. Loop East, Bldg A, Houston, Texas, 77029

Open in Google Maps

Workplace type: Onsite

Reporting To: Ryan Safron