Service Administrator

BMH EQUIPMENT•Chesapeake, VA

2d•Onsite

About The Position

The Service Administrator – Invoicing is responsible for reviewing, validating, and closing forklift service work orders for branch operations. This role ensures all labor, parts, travel, and miscellaneous charges are accurately documented and billed in a timely manner. The position plays a key role in supporting revenue capture, customer satisfaction, and operational efficiency by maintaining accurate service records and ensuring completed work orders are invoiced promptly.

Requirements

High school diploma or GED required
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 high-volume workload in a fast-paced branch environment.
Effective communication and follow-up skills.
Proficient in Microsoft Office, especially Excel and Outlook.

Nice To Haves

Associate degree preferred.
2+ years of administrative, invoicing, billing, or service operations experience preferred.
Experience in forklift, heavy equipment, automotive, or industrial service environments preferred.
Experience with ERP/service management software preferred.
Process-driven and dependable
Strong sense of urgency
Analytical mindset
Customer-service oriented
Team player with problem-solving ability

Responsibilities

Review completed service work orders for completeness and accuracy prior to invoicing.
Verify technician labor hours, travel time, parts usage, and outside service charges.
Confirm proper coding, pricing, and authorization requirements are met.
Ensure customer purchase orders, signatures, and billing instructions are included when required.
Identify discrepancies, missing information, or 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.
Ensure warranty, internal, contract, and customer-billable work is processed correctly.
Meet daily and monthly targets for work order closure and invoice turnaround times.
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 regarding 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.