Service Operations Administrator

PARAGON PRO RENTALS LLC•St. George, UT

5d•Onsite

About The Position

Paragon Pro Rentals is seeking a Service Operations Administrator with experience in warranty administration, OEM/manufacturer compliance, and service campaign coordination. This role is crucial for managing claims processing, documentation, invoice verification, and audit support. The ideal candidate will also be skilled in fleet maintenance administration, preventive scheduling, reporting, and cross-functional coordination to ensure timely repairs, compliance, and operational efficiency. This is a full-time position based in ST GEORGE, UT 84790.

Requirements

Equipment rental / heavy equipment service experience
OEM warranty claim experience (Skyjack, JLG, Genie, Manitou, JCB, Hitachi, etc.)
Strong ERP/software discipline (Texada, Point of Rental, Wynne, etc.)
Telematics familiarity (Trackunit, Geotab, Clearsky, etc.)
High follow-through / detail orientation
Strong communication with field/service teams and manufacturer

Responsibilities

Process all warranty claims directly with OEMs/manufacturers in accordance with each manufacturer’s policies and claim requirements.
Review service documentation, labor entries, parts usage, and supporting records to ensure complete and accurate warranty submissions.
Track all submitted warranty claims from submission through approval/payment.
Follow up proactively with manufacturers on pending, rejected, or disputed claims.
Maintain warranty claim logs, reporting, and aging status updates.
Identify missed warranty opportunities and ensure eligible repairs are submitted in a timely manner.
Reconcile warranty credits/payments against submitted claims.
Build and maintain manufacturer-specific warranty and service claim processes.
Create standardized workflows to ensure compliance with OEM documentation, labor coding, failure coding, and claim submission requirements.
Stay current on changing manufacturer warranty policies, procedures, and reimbursement rules.
Serve as primary internal point of contact for manufacturer warranty/process questions.
Coordinate manufacturer audits or documentation requests as required.
Manage OEM service campaigns, product improvement programs, recalls, and field modifications.
Work directly with manufacturers to understand campaign scope, timelines, reimbursement requirements, and completion reporting.
Build one-time and recurring internal processes for campaign execution.
Coordinate with service leadership and field teams to ensure campaign completion.
Track affected units, completion status, outstanding work, and manufacturer reporting requirements.
Work with leadership to establish proper maintenance workflows by machine make/model.
Build and maintain system procedures for inspections, PMs, repairs, campaigns, and warranty processes.
Ensure accurate maintenance steps, checklists, and repair workflows are entered into the operating system.
Support standardization of service processes across branches and field operations.
Assist in continuous improvement of service administrative workflows.
Coordinate with field teams to ensure all newly delivered fleet assets are properly received into the operating system.
Verify machine information including serial numbers, model data, warranty start dates, telematics enrollment, and required documentation.
Ensure equipment setup is complete for service tracking, maintenance scheduling, and lifecycle management.
Identify and resolve missing setup data or onboarding discrepancies.
Manage telematics platforms across the rental fleet.
Monitor asset connectivity, reporting accuracy, and system health.
Enroll/de-enroll equipment in OEM telematics systems.
Maintain telematics data integrity including asset assignments, machine details, and alerts.
Coordinate with service and operations teams on machine alerts, fault notifications, and proactive maintenance opportunities.
Work with manufacturers and vendors to resolve telematics connectivity or hardware issues.
Assist service leadership with parts and service documentation administration.
Ensure repair records, warranty support files, and manufacturer correspondence are properly maintained.
Support communication between field technicians, service management, parts, and OEM representatives.
Help improve service efficiency through administrative process control and follow-through.
Other job tasks and functions as assigned.