Service Clerk

Description

Provides administrative and operational support to the service department to ensure efficient workflow and accurate documentation. Assists Service Managers, Shop Supervisors, and Service Advisors with daily tasks, scheduling, and communication while processing work orders, time entries, service reports, and related paperwork. Serves as a communication link between service, parts, rental, and customers, and helps maintain organized records, files, and service documentation to support overall department operations.

• Create, update, and close work orders in the service system.
• Enter technician labor, parts usage, and service notes accurately.
• Aid with scheduling repairs, coordinating customer communication, and updating job status.
• Maintain organized files, service records, and departmental documentation.
• Support warranty claim preparation and documentation.
• Aid with invoicing preparation and review for accuracy.
• Communicate with parts, rental, and other departments to support service operations.
• Provide general administrative support including phones, emails, and customer check-ins.

Knowledge and Skill Requirements

• Strong attention to detail with the ability to maintain accurate records and data.
• Proficiency with computers, data entry, and service management software.
• Ability to communicate clearly with technicians, managers, customers, and other departments.
• Understanding of basic service operations, work order flow, and administrative procedures.
• Ability to multitask and adapt to changing priorities in a fast-paced environment.

Preferred Qualification(s)

• Experience in a service, administrative, or dealership support role.
• Familiarity with Caterpillar service systems or dealership operations.
• Experience with ERP or service management platforms.

Education Requirements

• A high school diploma or equivalent required.
• Additional coursework or training in business administration or office management preferred.

Essential Job Functions

• Create, update, and close work orders in the service system.
• Enter technician labor, parts usage, and service notes accurately.
• Aid with scheduling repairs, coordinating customer communication, and updating job status.
• Maintain organized files, service records, and departmental documentation.
• Support warranty claim preparation and documentation.
• Aid with invoicing preparation and review for accuracy.
• Communicate with parts, rental, and other departments to support service operations.
• Provide general administrative support including phones, emails, and customer check-ins.

Leadership Responsibilities

• Support service staff by ensuring accurate documentation and consistent administrative processes.
• Aid in training new clerical or administrative employees on service procedures.
• Promote teamwork, communication, and adherence to company policies.
• Identify process improvements to increase efficiency and accuracy.

Preferred Experience and Skills

• Experience with service documentation, invoicing, or administrative coordination.
• Strong problem-solving skills with the ability to identify and correct data discrepancies.
• Customer service experience in a technical or equipment-related environment.
• Familiarity with dealership or repair shop operations.

Physical and Mental Requirements

• Ability to sit or stand for extended periods while performing administrative tasks.
• Ability to focus on detailed work and maintain accuracy under deadlines.
• Occasional visits to shop areas requiring PPE.
• Ability to manage multiple tasks and adapt to changing priorities.

Work Environment

• Office-based role with regular interaction across service, parts, and administrative teams.
• Occasional exposure to shop environments including noise and equipment movement.
• Fast-paced environment requiring strong communication and organization.
• Standard business hours with occasional overtime during peak demand.

Most Work is Conducted in a Comfortable Office Environment

• Exposure to site conditions may also occur.

Personal Protective Equipment Must Be Worn in Areas as Required

• Although the work usually is not considered inherently dangerous, employees must be careful while performing onsite services.

Why Stowers Machinery?

• We invest in our people with hands-on training, clear career paths, and opportunities to grow across departments.
• You’ll work alongside experienced teammates who value safety, teamwork, and doing things the right way—while making a real impact on customers and communities.

What You’ll Get (Benefits & Perks)

• Competitive pay + performance incentives.
• Comprehensive health benefits (medical, dental, vision).
• 401(k) with company match.
• Paid time off + holidays.
• Ongoing training and career development.
• Opportunities for internal growth and advancement.
• Employee recognition programs.
• Supportive, team-first culture.

How to Apply

If you're interested in this position, please submit your resume and cover letter detailing your relevant experience and qualifications. For more information about Stowers Machinery, visit our website at [insert website URL].