Service Administrator - HOLT Truck Centers

HOLT Group•Houston, TX

6d•Onsite

About The Position

The Service Department Administrator provides administrative and operational support to the Service Department, coordinating service documentation, customer communications, repair orders, scheduling, and billing as needed in support of service advisor teams. The role serves as a liaison among customers, service advisors, technicians, the parts department, and management to support efficient service operations, accurate recordkeeping, and customer service. The incumbent is expected to demonstrate alignment with the company’s mission and core business values, collaborate with internal and external resources, and participate in ongoing self-development. The position also supports the Service Manager with administrative projects and service department reporting. It is generally performed in a professional office environment adjacent to an active heavy-duty truck service facility, with a fast pace and unscheduled interruptions. Travel of up to 10% may be required.

Requirements

High school diploma or GED required.
One to three years of administrative or customer service experience preferred.
Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook.
Strong problem-solving, organizational, multitasking, and time management skills.
Excellent interpersonal and customer service skills to establish working relationships across departments and organizational levels.
Excellent written and verbal communication skills.
Strong attention to detail and data-entry accuracy.
Ability to maintain professionalism while handling confidential information.
Ability to work independently and as part of a team in a fast-paced environment.
Ability to sit, stand, and walk for extended periods.
Ability to communicate and exchange accurate information with others.
Ability to occasionally lift or move office materials weighing up to 25 pounds.

Nice To Haves

Dealership management or service management software experience.
Experience in a heavy-duty truck, automotive, equipment, or fleet service environment.
Experience in a truck dealership or commercial fleet maintenance environment.
Knowledge of heavy-duty truck service terminology and repair processes.
Experience processing warranty claims and service billing.
Familiarity with repair order management and service scheduling.

Responsibilities

Model, promote, reinforce, and reward consistent use of HOLT’s Values Based Leadership tools, models, and processes in alignment with the company’s Vision, Values, and Mission.
Prepare, open, update, monitor, and close repair orders accurately and efficiently, ensuring required documentation is complete.
Schedule customer appointments and coordinate service workflow to maximize shop productivity.
Maintain accurate service records, customer files, and repair documentation.
Process invoices, purchase orders, work orders, and billing transactions.
Assist with warranty claims, supporting documentation, and manufacturer compliance requirements.
Communicate professionally with customers by providing repair status updates, estimates, and completion schedules, and by responding to inquiries; answer incoming calls and greet customers.
Coordinate with Service Advisors, Technicians, and Parts personnel to support timely repair completion.
Enter service data into dealership management systems while maintaining data accuracy.
Maintain confidentiality of customer, financial, and company information.
Support the Service Manager with administrative projects and prepare daily, weekly, and monthly service department reports.
Maintain inventory of office supplies, forms, and administrative materials.
Ensure compliance with company policies, safety procedures, and quality standards.
Maintain regular and punctual attendance; work safely and adhere to applicable safety policies and company policies, procedures, and standards.
Perform other duties as assigned.