Service Admin

Roland Machinery Co • Caledonia, WI

3d • Onsite

About The Position

Roland Machinery Company, a family-owned business established in 1958, is a leading heavy equipment dealer in the Mid-West, representing over twenty-five manufacturers across construction, municipal, industrial, and forestry sectors. With operations spanning 5 states and 17 locations, the company is seeking a Service Admin to support its Service Department. This role is crucial for managing administrative tasks, ensuring accurate data entry, facilitating parts management, processing warranty claims, and maintaining departmental supplies and reporting. The Service Admin will also handle phone and walk-in customer interactions, and manage departmental activities in the Service Manager's absence, contributing to customer satisfaction and operational efficiency.

Requirements

• High School diploma or G.E.D.
• Previous related experience in the heavy equipment, heavy truck, or auto industry
• Must have an insurable driving record
• Excellent organizational and time management skills
• Solid verbal and written communication skills
• Must maintain a professional line of communication with the parts, service, and sales staff.
• Must possess the ability to set and keep priorities and professionally handle the stresses associated with dealing with a fast-paced competitive industry
• Must have the ability to occasionally lift 75 pounds from floor to chest; reach and use the arms with a full range of motion in order to retrieve stocked parts
• Maintains excellent work habits, provides excellent example, and presents a favorable business image towards customers served by the company and RMC staff

Responsibilities

• Manage Service department H/R Resources, including new hire document formulation, injury reporting, MSHA & DOT reporting, and maintaining MSDS records.
• Post daily hourly employee labor hours for each Technician to the respective work orders and maintain a weekly hourly employee spreadsheet for payroll.
• Assist the Service Manager with administrative requirements for tracking all in and outbound equipment for timely corporate reporting.
• Perform accurate work order data entry, including technician’s labor hours, mileage, and any outside charges.
• Accept service work order start-up requests and create work orders, ensuring parts and labor can be charged as needed. Prepare daily reports to manage work in process for invoicing.
• Screen service reporting and enter technical write-ups for each work order, analyzing job data for accuracy (repair description, labor hours, travel time, parts, freight, and other costs) for accurate invoicing.
• Perform parts expediting duties by monitoring work in process to ensure continuity in service labor scheduling relative to inbound part/component deliveries. Stay aware of parts orders, ETAs, and back order status to assist the Service Manager in maximizing manpower and enhancing customer equipment 'up-time'.
• Monitor all service department parts/component returns and core tagging for expediting credits to respective work orders.
• Process warranty write-ups according to manufacturer policies and procedures, forwarding claims to the Warranty Administrator for submission. Participate in monthly reporting and discussion to maximize warranty recovery.
• Review outside vendor invoicing related to service repairs and service department assets (building, service truck repairs).
• Monitor, order, and manage stock of basic service department supplies, misc. truck supplies, RMC hard copy service documents, and Roland Machinery decals and data tags.
• Coordinate mandatory parts and service safety meetings with the Service Manager, forwarding signed rosters and inspections to corporate.
• Answer branch phones and route calls as needed, handling walk-in customer traffic professionally, with urgency and empathy.
• Manage the service department’s activity in the Service Manager's absence.

Benefits

• Comprehensive PPO health plan, & prescription coverage with non-tobacco discount
• Flex spending account offered
• Dental and vision
• up to 4% 401K employer match
• discretionary 2% annual profit-sharing contribution
• Paid time off
• 8 paid holidays
• Company Paid Life Insurance

What This Job Offers

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