Service Administrator (Analyst – Invoicing)

Coric Industries LLC•Midlothian, VA

3d•$20 - $30•Onsite

About The Position

The Service Administrator – Invoicing reviews, validates, and closes forklift service work orders for branch operations. The role ensures labor, parts, travel, and miscellaneous charges are accurately documented and billed promptly, supporting revenue capture, customer satisfaction, and operational efficiency. The position reviews completed work orders, verifies charges and required documentation, identifies errors, and coordinates corrections. It closes approved work orders in the service management system and generates accurate invoices for warranty, internal, contract, and customer-billable work. The role also monitors open-work-order aging, maintains service and billing records, supports audits and month-end close, provides invoicing updates, and responds to internal and customer billing questions. It works closely with service, parts, rental, and accounting teams. The work is primarily office-based at a forklift branch location, with frequent communication with technicians, service advisors, parts personnel, and customers. Hours are standard business hours, with occasional overtime during month-end close.

Requirements

High school diploma or GED.
Strong attention to detail and accuracy.
Ability to interpret service work orders, labor entries, and parts charges.
Strong organizational and time management skills.
Ability to prioritize a high-volume workload in a fast-paced branch environment.
Effective communication and follow-up skills.
Proficiency in Microsoft Office, especially Excel and Outlook.

Nice To Haves

Associate degree.
2+ years of administrative, invoicing, billing, or service operations experience.
Experience in forklift, heavy equipment, automotive, or industrial service environments.
Experience with ERP or service management software.

Responsibilities

Review completed service work orders for completeness and accuracy before invoicing.
Verify technician labor hours, travel time, parts usage, and outside service charges.
Confirm proper coding, pricing, and authorization requirements.
Ensure customer purchase orders, signatures, and billing instructions are included when required.
Identify discrepancies, missing information, and errors, and coordinate corrections with technicians, service advisors, or branch leadership.
Close completed work orders in the service management system.
Generate accurate customer invoices based on approved work performed.
Process warranty, internal, contract, and customer-billable work correctly.
Meet daily and monthly work-order closure and invoice-turnaround targets.
Assist with end-of-month closing activities to reduce aged open work orders.
Monitor open work order aging reports and follow up on outstanding items.
Maintain organized electronic and system records of service documentation.
Provide invoicing status updates to branch management.
Support audits by supplying accurate service and billing records.
Recommend process improvements to streamline billing and closure processes.
Respond to internal questions about invoice status, billing details, and work order corrections.
Coordinate with customers as needed regarding billing documentation or purchase order requirements.
Work collaboratively with service, parts, rental, and accounting teams.