Service Department Administrative Specialist

Midwest Machinery Co; Minnesota; On-site; USD 23,000 - 29,000; Full time

Job summary

Midwest Machinery Co. in Paynesville, MN is seeking an Administrative Service Advisor to support the service department with accurate records, inquiries handling, and day-to-day office tasks.

This full-time role combines clerical duties with basic accounting awareness and promotes a positive, customer-focused work environment. You will open and track work orders, maintain the service library, update customer profiles, prepare warranties, and support cash handling, deposits, and invoicing.

Qualifications

• High School Diploma or equivalent experience
• Basic knowledge of accounting practices
• Solid clerical expertise
• Ability to use standard desktop load applications such as Microsoft Office and internet functions
• General understanding of mechanical/technical terms is preferred

Responsibilities

• Fields internal and external customer inquiries to the Service Department
• Opens work orders as directed by the Service Manager and maintains control until they are closed and invoiced
• Maintains the service library with current information under the supervision of the Service Manager
• Updates customer profiles using equipment, hours, or other information from the customer work orders
• Prepares warranty and/or product improvement claims and forwards to Central Warranty Administrator
• Assist in loading and unloading of customer equipment
• Interacts in a positive and respectful manner with customers and fellow employees
• Receives visitors and telephone calls and directs to proper parties
• Prepares bank deposits and balances cash receipts
• Records standard accounts receivable entries daily/monthly
• Submits accounts payable invoices to Accounting Department
• Maintains accounts receivable records/database
• Distributes mail and maintains dealership files
• Prepares outgoing mail
• Drafts and types standard letters and memoranda
• Provides administrative support to sales, parts, and service departments
• Orders office supplies for location personnel
• Collect sales tax exemption forms and forward to Accounting Department
• Maintains and promotes a safe work environment

Skills

Clerical skills

Microsoft Office

Education

High School Diploma

Tools

Microsoft Office

Job description

Midwest Machinery Co. in Paynesville, MN is seeking an Administrative Service Advisor to support the service department with accurate records, inquiries handling, and day-to-day office tasks.

This full-time role combines clerical duties with basic accounting awareness and promotes a positive, customer-focused work environment. You will open and track work orders, maintain the service library, update customer profiles, prepare warranties, and support cash handling, deposits, and invoicing.