As Parts & Service Administrator, you will be responsible for receptionist/clerical duties and supporting the parts and service departments in administering the processing of service jobs, acting as first contact for phone and in-person customers and function as back-up to the Parts Manager.
This position is located in Aspen, Iowa and will report directly to the Branch Manager
ESSENTIAL JOB FUNCTIONS:
Answer and direct incoming calls; maintain office equipment, distribute mail; make bank deposits; receive C.O.D. payments, review payroll date and maintain records; filing; ship packages utilizing the UPS machine
Place orders on our computer system; order parts from vendors Mail invoices to customers when applicable
Update pricing on supplies purchased; Open and close purchase orders for shop supplies and misc. items
Requires confidentiality in processing sensitive information
Serve as back-up to Parts Manager, with internal assistance
Open service jobs, including customer, warranty and in-house jobs, as requested by Service Dept. personnel
Check credit status of each customer when opening jobs
Input billing data including labor, parts, miscellaneous charges and description of work performed
Process credit card payments; code receipts
Code warranty credits received from vendors
Continually monitor work-in-process for aging jobs
Process month-end closing for Service Dept.
Process year-end closing including updating work-in-process with supplies used-to-date
Willing to work overtime as required
Must be able to lift up to 25 lbs. occasionally
Prepare job cost summary for approval by Service Manager
Maintain filing system of open and closed jobs
Process closing of monthly house jobs; Close jobs to issue invoices
Process all service jobs (customer, warranty, parts and in-house jobs) – from opening to closing
Post service mechanics’ timecards to jobs and to payroll summary report
JOB REQUIREMENTS:
High school degree with two years related experience required
Must have MS Office skills, basic accounting skills and great organizational skills
Able to interpret hand written description of a job and translate it into detailed, presentable format for invoicing
Ability to handle and resolve recurring problems
Health & Safety Requirements:
Perform job functions in a safe manner.
Wear all Personal Protective Equipment (P.P.E.) required by Company policy for the job being performed.
Know and follow established job specific and facility wide safety and health procedures and rules.
Actively participate in safety and health training and demonstrate competency based on training received.
Bring safety and health issues, unsafe acts, and safety suggestions to management’s attention or correct those you can.
Working Conditions:
The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This position will be located in a combination shop and office environment, with considerable exposure to elements such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors and/or loud noises. While performing the duties of this job, the employees is occasionally required to sit, climb, balance, stoop, kneel, crouch or crawl. There is frequent lifting and/or moving of up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color and peripheral vision, depth perception and ability to adjust focus.
