Service Clerk

Coastal Construction Equipment LLC; Fort Myers (FL); On-site; USD 36,000 - 52,000; Full time

Job summary

Coastal Construction Equipment LLC in Fort Myers, FL is seeking an administrative support specialist for the service department. You will create, update, and close work orders, record technician labor and parts usage, and ensure accurate service notes.

As a key liaison among service, parts, rental, and customers, you will coordinate scheduling, maintain organized records, and support warranty and invoicing processes. Excellent communication and detail orientation are essential for success.

Qualifications

• High School Diploma or equivalent required.
• Additional coursework or training in business administration or office management preferred.
• Familiarity with service operations, work order flow, and documentation.
• Experience in a service, administrative, or dealership support role preferred.

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 coordinating customer communication and updating job status.
• Maintain organized files, service records, and departmental documentation.
• Support warranty claim preparation and invoicing 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.

Skills

Attention to detail

Data entry

Service management software

Communication

Multitasking

Adaptability

Education

High School Diploma

Business administration training

Tools

ERP platforms

Caterpillar service systems

Job description

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.