Service Administrator

Nihon Kohden Orange Med•Santa Ana, CA

5d•$22 - $25

About The Position

The Service Administrator provides clerical and administrative support to the Technical Service Department to ensure efficient handling of customer service activities, documentation, and communication. This position assists with service request processing, recordkeeping, data entry, and departmental reporting to support the companys after-sales service operations in compliance with medical device quality and regulatory standards.

Requirements

High school diploma or equivalent required; Associate degree preferred.
13 years of experience in an administrative, clerical, or customer service rolepreferably in a medical device, manufacturing, or technical service environment.
Strong organizational skills with attention to accuracy and detail.
Clear and professional verbal and written communication skills
Strong document control and record-keeping skills.
Dependable and accountable with a strong sense of ownership over assigned tasks.
Strong interpersonal skills for working cross-functionally with technical, quality, and operations teams
Proficient in Microsoft Office Suite (Excel, Word, Outlook, Teams).

Nice To Haves

Experience with ERP or CRM systems (e.g., SAP, Salesforce) is a plus.

Responsibilities

Perform daily administrative tasks including filing, data entry, document preparation, and correspondence.
Maintain and organize service records, repair logs, and customer files in accordance with quality system requirements (FDA, ISO 13485).
Assist in the preparation of service reports, forms, and department metrics.
Manage incoming emails and route requests appropriately and provide general information to customers and internal teams.
Assist with scheduling, training coordination, and departmental communications.
Help prepare materials and documentation for service training sessions or meetings.
Provide administrative support during internal and external audits.
Enter and track Return Material Authorizations (RMAs), service orders, and repair status updates.
Ensure all service and repair documentation is accurately maintained in the database.
Assist in compiling and distributing service performance data and customer feedback reports.
Support complaint documentation by gathering and organizing service-related information.
Prepare and process shipments for repaired products, parts, or loaner equipment.
Coordinate with warehouse or logistics personnel to ensure timely deliveries and returns.
Track incoming and outgoing service-related shipments and maintain shipment records.
Adheres to all company policies, procedures and business ethics codes.
Other duties as assigned.