Administrator - Service

R. F. MacDonald Co.•Sparks, NV

12d•Onsite

About The Position

The Service Administrator works closely with the Service Department, including the service manager, dispatcher, technicians, and vendors. The primary responsibility is monitoring data entry for service jobs using NetSuite. The role requires organization and the ability to proactively anticipate the Service Department’s needs. The position also supports office administration and other service department activities as assigned, and may cross-train in other administrative positions such as collections, billing, payroll, and reception. This is a full-time, non-exempt position based in Reno, reporting to the Administrative Manager. Work takes place primarily in a professional office environment at a computer-based desk, with occasional warehouse and parts-related duties. The schedule is Monday through Friday, 7:00 a.m. to 4:00 p.m. The position regularly requires long hours and may require travel to customer and company sites, including out-of-area and overnight travel.

Requirements

Good communication skills, including communicating internally and externally with customers.
Ability to work in a team environment.
Comfort processing multiple transactions accurately.
Ability to multitask and demonstrate strong follow-through.
Understanding of how technicians, dispatchers, customers, and billing departments interact.
Organizational skills and ability to switch between duties efficiently.
Ability to meet deadlines and targets.
Ability to navigate multiple systems and learn new software.
Ability to handle pressure and work under stress.
Self-motivation and drive.
Associate degree (A.A.) in accounting or a minimum of two years of related experience.
Ability to perform diversified clerical functions and working knowledge of accounting procedures.
Excellent verbal and written communication skills.
Proficiency with Excel, Word, and accounting software systems.
Strong interpersonal skills and ability to understand and follow written and verbal instructions.
Ability to deal effectively with diverse individuals at all organizational levels.
Commitment to excellence and high standards.
Strong organizational skills and ability to manage priorities and workflow.
Versatility, flexibility, and willingness to work enthusiastically amid changing priorities.
Ability to speak, read, write, and understand the primary language(s) used in the workplace.
Professional appearance and demeanor.
Excellent attendance and punctuality.

Responsibilities

Set up quoted service jobs in NetSuite.
Organize, create, and manage purchase orders, recommended repairs, and service documents.
Contact vendors and service technicians by phone and email to obtain status updates.
Work with the service dispatcher on daily operations, including scheduling when needed.
Assist office administration and the Service Department with other duties as required.
Cross-train in other administrative positions, including collections, billing, payroll, and reception.
Work with the Administrative Manager and Service Department to improve department performance.
Create and track item requests through central purchasing.
Create parts pull sheets and pull parts as needed for Time and Material jobs.
Coordinate with the warehouse to ensure parts are pulled, labeled, and placed in the correct section.
Assist with yearly inventory for the warehouse, parts cabinet, and technician and boilermaker trucks.