Service Clerk

Coastal CAT; Fort Myers (FL); On-site; USD 38,000 - 46,000; Full time

Job summary

Coastal CAT in Fort Myers, FL seeks an organized service department administrator to streamline work orders, track labor and parts, and coordinate with technicians and customer staff. The role emphasizes accurate records, timely communication, and efficient workflow in a fast-paced shop environment.

Ideal candidates have clerical experience in a dealership or service setting, familiarity with ERP or service management platforms, and strong attention to detail.

Qualifications

• High School Diploma or equivalent required.
• Experience with service documentation, invoicing, or administrative coordination.
• Strong problem solving and data discrepancy resolution.
• Customer service experience in a technical environment is valued.

Responsibilities

• Create, update, and close work orders in the service system.
• Enter technician labor, parts usage, and service notes accurately.
• Assist with scheduling repairs and updating job status.
• Maintain organized files and service records.
• Support warranty claim documentation and invoicing review.
• Communicate with parts, rental, and other departments to support service ops.
• Provide general admin support including phones, emails, and check-ins.

Skills

Detail orientation

Data entry

Service management software

Clear communication

Work order flow

Multitasking

Education

High school diploma

Business/admin coursework

Tools

ERP systems

Service management platforms

Job description

Position Scope

• Provides administrative and operational support to the service department to ensure efficient workflow and accurate documentation.
• Assists Service Managers, Shop Supervisors, and Service Advisors with daily tasks, scheduling, and communication.
• Processes work orders, time entries, service reports, and related paperwork.
• Serves as a communication link between service, parts, rental, and customers.
• Helps maintain organized records, files, and service documentation to support department operations.

Knowledge And Skill Requirements

• Strong attention to detail with the ability to maintain accurate records and data.
• Proficiency with computers, data entry, and service management software.
• Ability to communicate clearly with technicians, managers, customers, and other departments.
• Understanding of basic service operations, work order flow, and administrative procedures.
• Ability to multitask and adapt to changing priorities in a fast paced environment.

Preferred Qualification(s)

• Experience in a service, administrative, or dealership support role.
• Familiarity with Caterpillar service systems or dealership operations.
• Experience with ERP or service management platforms.

Education Requirements

• High School Diploma or equivalent required.
• Additional coursework or training in business administration or office management preferred.

Essential Job Functions

• Create, update, and close work orders in the service system.
• Enter technician labor, parts usage, and service notes accurately.
• Assist with scheduling repairs, coordinating customer communication, and updating job status.
• Maintain organized files, service records, and departmental documentation.
• Support warranty claim preparation and documentation.
• Assist with invoicing preparation and review for accuracy.
• Communicate with parts, rental, and other departments to support service operations.
• Provide general administrative support including phones, emails, and customer check ins.

Leadership Responsibilities

• Support service staff by ensuring accurate documentation and consistent administrative processes.
• Assist in training new clerical or administrative employees on service procedures.
• Promote teamwork, communication, and adherence to company policies.
• Help identify process improvements to increase efficiency and accuracy.

Preferred Experience And Skills

• Experience with service documentation, invoicing, or administrative coordination.
• Strong problem solving skills with the ability to identify and correct data discrepancies.
• Customer service experience in a technical or equipment related environment.
• Familiarity with dealership or repair shop operations.

Physical And Mental Requirements

• Ability to sit or stand for extended periods while performing administrative tasks.
• Ability to focus on detailed work and maintain accuracy under deadlines.
• Occasional visits to shop areas requiring PPE.
• Ability to manage multiple tasks and adapt to changing priorities.

Work Environment

• Office based role with regular interaction across service, parts, and administrative teams.
• Occasional exposure to shop environments including noise and equipment movement.
• Fast paced environment requiring strong communication and organization.
• Standard business hours with occasional overtime during peak demand.

Most work is conducted in a comfortable office environment but exposure to site conditions may also occur. Personal protective equipment must be worn in areas as required. Although the work usually is not considered inherently dangerous, employees must be careful while performing onsite services.