Service Administrator (Part Time or Full Time)

Southern Scales; Metairie (LA); On-site; USD 30,000 - 45,000; Part time

Job summary

Southern Scales in Metairie, Louisiana, is seeking a Service Administrator to handle customer communication, service scheduling, and invoicing. This part-time or full-time role requires excellent organization, communication skills, and proficiency in maintaining customer records.

Your responsibilities will include managing the dispatch system, processing incoming inquiries, and creating invoices. Ideal candidates will have a strong background in customer service and tools such as dESCO and QuickBooks.

Qualifications

• Experience as a dispatcher is desired.
• Excellent customer service and communication skills.
• Military veterans encouraged to apply.

Responsibilities

• Manage the service dispatch system and logs.
• Create and process invoices using QuickBooks.
• Coordinate with technicians and maintain schedules.

Skills

Utilization of dESCO and QuickBooks

MS Office proficiency

Time management

Customer service skills

Education

Associate’s or Bachelor’s Degree in Business

Tools

QuickBooks

dESCO Software

Microsoft Office

Job description

Service Administrator (Part Time or Full Time)

Part-time

Since 1994, Southern Scales and Controls, Inc. has provided quality weighing systems as well as calibration, maintenance and emergency services. With over 100 years of combined experience in the industry, we are equipped to solve any weighing application. Locally owned and operated by two generations of the same family, our goal is to service our customers beyond their expectations. In today’s changing economy, attention to detail and customer service that truly cares and reacts to your requirements is our focus.

Southern Scales and Controls, Inc. is specially equipped to help our customers every step of the way, from ordering to installation. We supply industrial, food processing, retail and laboratory weighing equipment along with peripheral devices and supplies.

We employ a staff of technicians available for scale installation, maintenance and calibration to ensure the proper functioning of the scale or weight measurement device for years to come. As members of the International Society of Weighing & Measurement, Southern Scales & Controls keeps up with rapidly changing technology as well as changes in regulations administered by the National Institute of Standards & Technology.

This position entails the communication and coordination of customer activities including jobs dispatching, sales and service scheduling, quoting, invoicing, troubleshooting, and coordination. Attention to detail, effective organization capability, and expert customer communication skills are mandatory. Ability to interact with multiple manager and service technicians is required. Key duties include:

Duties and Responsibilities

1. Implement and manage the company’s service dispatch system.
2. Answer incoming calls and process/log all messages (phone calls, walk‑ins, interoffice).
3. Respond to Sales/Rentals inquiries including documenting the specific requirements of the customer and creating/processing quotes with the assistance of service or sales personnel.
4. Respond to and process all Service Rentals inquiries including documenting the specific requirements of the customer and creating/processing quotes & dispatches with the assistance of service leadership personnel.
5. Create and process invoices using QuickBooks and/or dESCO Software. Log any follow‑up sales/service notes and ensure they are completed by appropriate personnel.
6. Process paperwork from delivery, sales and service verifying completeness and accuracy, and then correctly file in the proper location.
7. Process requisitions and purchase orders verifying accuracy & completeness. Follow‑up and maintain orders and all adjustments.
8. Work accounts receivables on past‑due accounts and call all late payments at a minimum on a weekly basis.
9. Always maintain accurate customer contact information, ship to, bill to addresses, email and phone contacts in QuickBooks and dESCO.
10. Receive all deliveries and customer repair “drop‑off”. Verify equipment receipt and forward to accounting & service for processing. Log all receiving.
11. Assist Service Manager with schedule & dispatch preparation. Ensure all customers are called prior to sending technicians on route.
12. Create and manage a tracker for all planned inspections (PI). Ensure no inspections are missed. Coordinate and assist Service Manager in scheduling and dispatch.
13. Complete job requests for all jobs and group by priority/area.
14. Respond to and prioritize all rush services and service calls.
15. Oversee shipping and receiving and maintain that area.
16. Maintain status of all shop repairs in both repair file and status board. Ensure all repairs are completed and returned to customer within five business days (goal).
17. Create a schedule/program for renewal of technician license/safety & weight calibrations. Ensure no expirations occur.
18. Create, update, send and archive customer certificates of calibration. Ensure that we never miss an inspection and that all certificates are delivered to customer within seventy‑two hours of service.
19. Create and maintain a schedule for maintenance of all trucks.
20. Maintain catalogs and ensure we have current versions, and current price lists.
21. Maintain and conduct cleanup of office on a daily and weekly basis.
22. Other miscellaneous office assistance including sales and marketing activities.

Key Skills

• Effective utilization of dESCO and QuickBooks – previous dispatcher experience desired.
• Excellent with all MS Office tools (Excel, Word, PowerPoint, Outlook, etc.).
• Excellent organization and time management abilities.
• Excellent customer service and communication skills (verbal and written).

Required Education and Skills

• Military veterans requested to apply.
• Associate’s or Bachelor’s Degree, preferably in a Business related field.
• Excellent customer service and interpersonal skills.
• Previous successful outside sales experience in defined territory and industry segments a major plus.