Service Administrator

RB Scott Company is a specialized dealer of process equipment and wear parts for the sand and gravel, crushed stone, frac sand and recycling industries. We pride ourselves on providing our customers with the best customer service and product lines in the industry.

POSITION SUMMARY:

The Service Administrator reports to the Service Manager and is primarily responsible for supporting the service department by managing multiple organizational and administrative tasks in an efficient manner, while providing exceptional internal and external support.

Applicants must be team-oriented, organized and detail oriented, be able to multi-task, have strong communication and customer service skills, have a desire to help others, have familiarity with industrial parts and similar purchasing experience, and have a desire to take on additional challenges and responsibilities.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

The Service Administrator’s performance will be measured on the following key categories:

- Customer Service

- Administrative

CUSTOMER SERVICE

- Works closely with the various stakeholders via phone/email to gather pertinent information, process quotations, and place orders for assigned areas of sales responsibility, according to established procedures.

- Checks catalogs or works directly with supplier/vendors on pricing and availability, prepares quotes and places orders, performs detailed computer entries to accurately record and track quotes and transactions.

- Regularly expedites orders for customer and outside sales team. Confers with them to solve order problems with suppliers/vendors as needed, usually by telephone or email.

- Maintains excellent customer and vendor relations.

ADMINISTRATIVE

- Manage the service work order process from opening jobs through job invoicing.

- Maintain good working records for time, parts, supplies, outside purchases, and complete project files.

- Develop quotes for routine field and shop jobs.

- Verify and enter time sheets for service reports.

- Issue and enter purchase orders.

- Code vendor invoices for payment.

- Research and order parts needed for work orders.

- Coordinate work order information for warranty reports.

- Assist in controlling department expenses.

- Develop and manage a detailed project schedule and work plan.

- Communicate with stakeholders, including customers and vendors, regarding the status of projects, any adjustments that need to be made, and expected deliverables.

- Manage documentation and scheduling for pre- and post-lease equipment inspections to ensure timely billing and repair of machines.

- Manage warranty claims process.

- Keeps product manuals and other documentation updated in a timely manner.

- Prepares written correspondence as needed, documents customer files with activities according to established procedures. Maintains accurate, orderly, and timely filing systems to efficiently retrieve information.

- Performs other related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

- Prefer at least a two-year associate degree in a related area and at least five years of sales/service support experience.

- Efficiently and accurately enter data and utilize a computer for a variety of sales related activities.

- Deal effectively and professionally with a wide variety of people and situations, both pleasant and unpleasant.

- Perform basic math (+,-,*,/,%, fractions and decimals); meet stringent deadlines; deal effectively with time pressures, stress, and rapidly changing priorities.

- Ability to operate in a fast-paced environment that requires multitasking while maintaining a high level of organization.

- Highly organized with strong attention to detail and accuracy.

- Excellent customer service skills with a strong sense of commitment to the customer and the Company’s core principles.

- Adaptable and flexible, with time management skills and ability to prioritize.

- Consistent follow up and follow through.

- Ability and willingness to drive a forklift or other company vehicles.

- Intermediate to advanced computer skills in Microsoft Office 365 programs.

- Knowledge and prior experience with Sage100 or other ERP accounting software program.

- Knowledge and prior experience with SageCRM or other Customer Relationship Management (CRM) programs.

Job Type: Full-time

Benefits:

- 401(k)

- 401(k) matching

- Dental insurance

- Health insurance

- Life insurance

- Paid time off

- Retirement plan

- Vision insurance

Work Location: In person