Administrative Assistant, Service

Western States Careers • Meridian, ID

17h • Onsite

About The Position

This role performs multiple functions in the timely process of service calls, including opening, adding segments, resolving discrepancies, and closing. The position reviews service calls for completeness prior to invoicing and handles complex service call processes such as three-way splits, discounting, and warranty. It also involves reviewing and accounting for vendor invoicing for payment and posting on service calls. The Administrative Assistant generates daily service call reports for work order labor management, provides training on various work order processes to Service Advisors, Service Foreman, and Technicians, and serves as a backup for inbound customer phone calls. The role adheres to all customer care standards, actively cares for and advocates safety at Western States, and adheres to all applicable safety policies, procedures, and standards. The position may also involve accomplishing training and serving as a team member in support of Western States’ strategic programs, projects, and initiatives, working within and promoting the corporate vision, mission, and values of the organization. Other duties as assigned.

Requirements

• Proficient in the use of Microsoft computer products or other comparable systems required.
• Ability to comprehend, capture and interpret customer and equipment information independently.
• Ability to learn and use new computer systems.
• Proficient keyboarding skills.
• Strong verbal communication and customer relationship skills that produce satisfied customers.
• Ability to manage complex details accurately and according to schedule.
• Ability to develop and maintain effective working relationships with others.
• Consistent attendance.
• Proof of high school diploma or General Education Degree (GED).
• 1 year customer service experience required.
• Must be able to communicate (speak, read, comprehend, write in English).

Nice To Haves

• 2-3 years comparable office experience preferred.
• Heavy equipment and/or diesel truck repair knowledge preferred.

Responsibilities

• Performs multiple functions in the timely process of service calls from opening, adding segments, resolving discrepancies, and closing.
• Reviews service calls for completeness prior to invoicing.
• Completes complex service calls process including three way splits, discounting, and warranty.
• Reviews and accounts vendor invoicing for payment and posts on service calls.
• Processes service calls.
• Generates daily service call reports to help assist in work order last date of labor management.
• Provides training as needed for Service Advisors, Service Foreman, and Technicians on various work order processes.
• Serves as a back-up for inbound customer phone calls.
• Adheres to all customer care standards.
• Actively cares and advocates safety at Western States.
• Adhere to all applicable safety policies, procedures and standards.
• May accomplish training and serve as a team member in support of Western States’ strategic programs, projects, and initiatives.
• Works within and promote corporate vision, mission, and values of the organization.
• Performs other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED