Parts & Service Administrator (0526)

Trail Appliances Ltd.•Delta, BC

2d•Onsite

About The Position

The Parts & Service Administrator, reporting to the Parts & Service Supervisor, will manage service orders, coordinate technician schedules, and oversee parts ordering and customer invoicing for both customer-owned and company-stock appliances. This role is essential in ensuring accurate information flow, timely order fulfillment, and high levels of customer satisfaction. The administrator supports Parts and Service Operations by managing data entry, ticket resolution, closing work orders, maintaining customer communication, and supplier coordination. This role is essential in ensuring accurate information flow, timely order fulfillment, and high levels of customer satisfaction.

Requirements

Administrative and Customer Service experience.
Professional & Approachable: Comfortable interacting with builder sites and PC users.
Customer-Focused: Prioritizes high-quality service and positive customer experiences.
Strong Communicator: Excellent verbal and written communication skills.
Organized & Detail-Oriented: Manages time effectively and handles multiple tasks efficiently.
Proactive Problem Solver: Anticipates issues and resolves them promptly.
Adaptable: Thrives in a fast-paced, evolving industry.
Technically Comfortable: Able to work on a computer for extended periods with confidence.
Parts ordering is an assert.

Responsibilities

Ensure all paperwork and documentation is accurate and complete.
Responsible for detailed data entry with accuracy and speed.
Maintain organized and up-to-date records of all transactions, communications, and interactions.
Analyze data and reports to identify trends and opportunities for operational improvement.
Provide weekly reporting to Supervisor.
Assess and resolve service and parts-related requests submitted through ticketing systems from Zendesk and Outlook.
Proactively identify issues and work toward timely resolution.
Identify appliance parts by navigating various manufacturer and supplier websites.
Process parts orders and place orders with approved suppliers.
Assist with inspecting parts to ensure quality, accuracy, and completeness.
Coordinate with the Receiver to arrange couriers for parts deliveries to sites and store locations.
Communicate clearly and professionally with customers via phone and email.
Provide estimates, status updates, and resolutions related to parts and service requests.
Maintain a strong focus on customer satisfaction at all times.
Train new team members on data entry procedures, systems, and company policies.
Act as a support resource for internal teams when clarification or assistance is required.
Maintain a clean, safe, and organized workspace.
Complete other duties or responsibilities as assigned by the supervisor or management.