Service Administrator - Fleet Services

Primary Function The Service Administrator provides operational, administrative, and customer support to service operations by coordinating service activities, maintaining accurate records and financial transactions, and facilitating effective communication between customers, technicians, and internal stakeholders.

Essential Duties

Coordinate Service Operations and Fleet Readiness

• Open, assign, monitor, and close service calls to support fleet and customer service requirements
• Prioritize equipment repairs, maintenance, and readiness activities to maximize fleet availability
• Monitor equipment status and communicate service priorities to appropriate stakeholders

Support multiple locations and assist with operational initiatives and special projects

• Participate in an after-hours on-call rotation to support service operations
• Support Service Technicians and Repair Execution
• Coordinate repair activities and work assignments to align with operational priorities
• Verify technician labor entries for accuracy and consistency with completed work
• Assist technicians with administrative, system, and documentation requirements
• Facilitate communication between technicians, service teams, and operational personnel to support efficient service delivery

Manage Service Administration and Financial Processes

• Prepare customer estimates for equipment damage, cleaning charges, loss recovery, and repair work
• Process purchase orders, expenses, invoices, and billings associated with service operations
• Review, route, and maintain warranty documentation in accordance with company procedures
• Maintain accurate service records, work orders, and supporting documentation
• Ensure service transactions and administrative processes are completed accurately and timely

Deliver Customer Support and Communication

• Respond to customer inquiries regarding service, repairs, and equipment status
• Resolve customer concerns and provide timely follow-up to ensure satisfaction
• Communicate service updates and repair progress to customers and internal stakeholders
• Coordinate equipment movement and serve as a liaison between customers, coordinators, and technicians
• Build and maintain effective working relationships that support a positive customer experience

Minimum Requirements

Education

High School Diploma.

Work Experience

• 2+ years working experience in a similar administrative related position.

Physical

• Must be able to work for long periods while seated.

Other

• Demonstrate effective verbal and written communication skills and strong customer service and relationship-building skills when interacting with customers and internal stakeholders.
• Utilize personal computer applications proficiently, including intermediate-level skills in word processing software, preferably Microsoft Office products.

Gregory Poole Equipment Company is an Equal Opportunity/Affirmative Action employer and will consider all qualified applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.