Service Administrator

Key Responsibilities

• Review completed service work orders for completeness and accuracy prior to invoicing.
• Verify technician labor hours, travel time, parts usage, and outside service charges.
• Confirm proper coding, pricing, and authorization requirements are met.
• Ensure customer purchase orders, signatures, and billing instructions are included when required.
• Identify discrepancies, missing information, or errors and coordinate corrections with technicians, service advisors, or branch leadership.
• Close completed work orders in the service management system.
• Generate accurate customer invoices based on approved work performed.
• Ensure warranty, internal, contract, and customer-billable work is processed correctly.
• Meet daily and monthly targets for work order closure and invoice turnaround times.
• Absorb and follow up on outstanding items in open work order aging reports.
• Maintain organized electronic and system records of service documentation.
• Provide invoicing status updates to branch management.
• Support audits by supplying accurate service and billing records.
• Recommend process improvements to streamline billing and closure processes.
• Respond to internal questions regarding invoice status, billing details, and work order corrections.
• Cook with customers as needed regarding billing documentation or purchase order requirements.
• Collaborate with service, parts, rental, and accounting teams.

Qualifications

• High school diploma or GED required; associate degree preferred.
• 2+ years of administrative, invoicing, billing, or service operations experience preferred.
• Experience in forklift, heavy equipment, automotive, or industrial service environments preferred.
• Strong attention to detail and accuracy.
• Ability to interpret service work orders, labor entries, and parts charges.
• Strong organizational and time management skills.
• Ability to prioritize high-volume workload in a fast-paced branch environment.
• Effective communication and follow-up skills.
• Proficient in Microsoft Office, especially Excel and Outlook.
• Experience with ERP/service management software preferred.