Service Operations Admin - Invoicing, Parts & Scheduling

Roland Machinery Co; Slinger (WI); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Comprehensive PPO health plan

Prescription coverage with non-tobacco

Flex spending account

Dental and vision

401K employer match (up to 4%)

Profit-sharing contribution (2%)

Paid time off

8 paid holidays

Company paid life insurance

Job summary

Roland Machinery Company is seeking a Service Admin to support the service department in Slinger, WI. You will handle HR resources, new hire documentation, injury reporting, and regulatory compliance while ensuring accurate work order data and invoicing.

Daily tasks include posting technician labor hours, tracking equipment and parts, managing warranties, and coordinating with the service team to maximize uptime for customers. Strong organization and communication are essential.

Qualifications

• High School diploma or G.E.D.
• Experience in heavy equipment, heavy truck, or auto industry preferred
• Must have an insurable driving record
• Excellent organizational and time management skills
• Strong verbal and written communication skills
• Ability to coordinate with parts, service, and sales staff
• Ability to occasionally lift up to 75 pounds

Responsibilities

• Maintain service department HR resources and new hire documentation, injury reporting, and MSHA/DOT reporting.
• Post hourly labor hours for Technicians to work orders and maintain payroll spreadsheets.
• Assist Service Manager with tracking equipment for reporting to corporate.
• Enter work order data including labor hours, mileage, and outside charges.
• Create work orders for service requests to enable charging for parts and labor.
• Prepare daily reports to manage in-progress work orders for invoicing.
• Enter and screen service write-ups and analyze job data for accuracy.
• Monitor parts orders and ETA/backorder status to maximize uptime.
• Track returns and core tagging for expediting credits.
• Process warranty write-ups and forward to Warranty Administrator.
• Review outside vendor invoicing related to service repairs and assets.
• Order and manage stock of basic service supplies and decals.
• Coordinate mandatory service safety meetings and forward inspections.
• Handle branch phone calls and walk-ins with urgency and empathy.
• Support Service Manager in absence.

Skills

Attention to detail

Time management

Communication

Professionalism

Team collaboration

Organizational skills

Customer service mindset

Education

High School diploma or G.E.D.

Job description

Roland Machinery Company is seeking a Service Admin to support the service department in Slinger, WI. You will handle HR resources, new hire documentation, injury reporting, and regulatory compliance while ensuring accurate work order data and invoicing.

Daily tasks include posting technician labor hours, tracking equipment and parts, managing warranties, and coordinating with the service team to maximize uptime for customers. Strong organization and communication are essential.