Service Admin

Roland Machinery Co • Slinger, WI

9d

About The Position

Roland Machinery Company is a family-owned heavy equipment dealer established in 1958, representing more than twenty-five manufacturers of construction, municipal, industrial, and forestry equipment across five states and 17 locations. The Service Admin supports the service department through personnel administration, work order and payroll data entry, equipment tracking, service reporting, parts expediting, warranty processing, vendor invoice review, supply management, safety meeting coordination, and customer phone and walk-in support. The position also manages the service department’s activity when the Service Manager is absent.

The role requires strong organization, time management, communication, and prioritization skills in a fast-paced industry. It involves occasional lifting of up to 75 pounds and retrieving stocked parts. The Service Admin is expected to maintain professional communication and work habits and present a favorable business image to customers and Roland Machinery staff.

Requirements

• High school diploma or GED.
• Previous related experience in the heavy equipment, heavy truck, or auto industry.
• Insurable driving record.
• Excellent organizational and time-management skills.
• Solid verbal and written communication skills.
• Maintain professional communication with parts, service, and sales staff; unconstructive informal negative communication or sharing proprietary information is considered insubordination.
• Ability to set and maintain priorities and professionally handle the stresses of a fast-paced, competitive industry.
• Ability to occasionally lift 75 pounds from floor to chest and reach and use arms through a full range of motion to retrieve stocked parts.
• Maintain excellent work habits, provide a positive example, and present a favorable business image to customers and staff.

Responsibilities

• Handle service department human resources resources and new-hire documents; manage injury, MSHA, and DOT reporting; maintain department MSDS records.
• Post hourly technicians’ labor hours to work orders daily and maintain the weekly hourly employee payroll spreadsheet.
• Assist the Service Manager with tracking inbound and outbound equipment and reporting it to corporate.
• Enter work order data accurately, including technician labor hours, mileage, and outside charges.
• Receive service work order start-up requests and create work orders so parts and labor can be charged; prepare daily work-in-process reporting to identify work orders ready for invoicing.
• Screen service reports and enter technical write-ups for work orders; review repair descriptions, labor hours, travel time, parts, freight charges, and other costs for accuracy and invoicing.
• Expedite parts by monitoring work in process, parts orders, ETAs, and back orders, and coordinating service labor scheduling with incoming parts and components.
• Monitor service department parts and component returns and core tagging to expedite credits to the relevant work orders.
• Prepare warranty write-ups according to manufacturers’ policies and procedures and forward claims to the divisions Warranty Administrator; support monthly reporting and discussion of warranty recovery.
• Review outside vendor invoices for service repairs and service department assets, including building and service truck repairs.
• Monitor, order, and maintain appropriate stocks of service department supplies, truck supplies, hard-copy service documents, decals, and data tags.
• Coordinate mandatory parts and service safety meetings with the Service Manager and send signed rosters and inspections to corporate.
• Answer and route branch phone calls as needed and assist walk-in customers professionally and promptly.
• Manage service department activity in the Service Manager’s absence.

Benefits

• Comprehensive PPO health plan and prescription coverage with a non-tobacco discount.
• Flexible spending account.
• Dental and vision coverage.
• 401(k) employer match up to 4%.
• Discretionary annual profit-sharing contribution of 2%.
• Paid time off.
• Eight paid holidays.
• Company-paid life insurance.

What This Job Offers

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