Service Writer

Oregon Equipment Sales•McMinnville, OR

8d•Onsite

About The Position

Service Administrator / Service Coordinator Are you organized, detail-oriented, and enjoy keeping things running smoothly behind the scenes? Do you like helping customers, supporting a busy service team, and taking pride in getting things right ? If so, we’d love to meet you! The Service Administrator plays a key role in our Service Department—supporting technicians, assisting customers, and working closely with the Service Manager to keep daily operations on track. This is a great opportunity for someone who enjoys variety, teamwork, and learning something new every day.

Requirements

A positive, can-do attitude and willingness to learn
Strong attention to detail and great organizational skills
Good memory and ability to keep track of multiple tasks
An accounting background or understanding of general ledger accounting
Comfort using Excel, including:
Formatting spreadsheets
Basic formulas and VLOOKUPs
Combining data from multiple worksheets
Experience answering phones and scheduling appointments
Experience with customer billing and payment processing
Reliable, dependable, and self-motivated
Friendly and professional with customers and coworkers

Nice To Haves

Bilingual skills are a plus (but not required!)

Responsibilities

Welcoming customers with a friendly attitude—both in person and on the phone
Scheduling technician jobs and keeping the service calendar organized
Opening and managing work orders in CDK, including:
Verifying customer and equipment information
Checking warranty coverage and open recalls
Reviewing technician time slips for accuracy
Running reports to help track shop performance and service metrics
Coordinating customer pickups and equipment deliveries
Reviewing completed technician work orders:
Reading technician notes
Making sure all parts are ordered, received, and properly accounted for
Closing work orders to the correct accounts (customer pay, internal, or non-revenue)
Processing customer payments accurately and efficiently
Assisting the Service Manager and providing backup phone coverage when needed
Checking for open warranty recalls
Reviewing Work in Progress (WIP) to make sure nothing gets missed
Following up with customers after deliveries and service work
Taking photos of service projects for marketing and promotional use
Reviewing WIP with the Service Manager
Running reports for customers with expiring warranties
Sending out friendly reminder postcards to customers