Service Administrator

Job Description

Job Description

Description:

Stephenson Equipment, Inc (SEI), an industry leader in Pennsylvania, New York, Maryland, and DC, providing sales, rentals, parts and service for construction equipment, cranes, paving, road building and road maintenance equipment, has an immediate need for Service Administrator in our Harrisburg Public Works & Infrastructure location.

Duties include, but are not limited to:

• Serve as the first point of contact; greet customers and route incoming calls appropriately.
• Provide customers with status updates on service work; reach out to vendors and customers to resolve parts, billing, or sales issues.
• Create, monitor, update, and close service work orders; manage monthly work orders as required.
• Enter technician timesheets into CDK and HRIS systems; ensure labor hours are accurately recorded to the correct work order, segment, and timeframe.
• Serve as a pioneer and subject matter expert for the implementation and optimization of the CDK business system
• Create and update purchase orders; add parts and outside services to work orders.
• Manage inventory for shop essentials and office supplies; periodically travel to local vendors for pickups.
• Maintain the inventory and records for all SEI fleet and service trucks.
• Manage third-party services (e.g., Cintas uniform services), ensuring invoice accuracy and resolving discrepancies.
• Manage coding and submitting vendor invoices, issuing customer billing, and resolving discrepancies, while ensuring all records are accurately scanned and organized into shared drives.
• Submit, track, and manage all warranty claims; code warranty invoices upon receipt and manage third-party portals (Element, ARI, PIEE/DLA Fire).
• Track service team training attendance and maintain records of certifications.
• Coordinate and set up travel arrangements for the service team as needed.

Total Compensation Includes:

• Competitive Pay
• Full Benefits Package on day 1
• 401k with Matching
• ESOP eligibility after service requirements are met
• Paid Time Off

The best fit to our team will have:

• Prior experience in a service advisor, service coordinator, or administrative role in a shop or fleet environment preferred 1-2 years
• One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.
• Strong attention to detail and organizational skills
• Ability to manage multiple priorities and deadlines
• Proficiency with work order systems such as CDK, purchasing, and basic accounting processes
• Demonstrates strong interpersonal skills with the ability to communicate effectively across all levels, from technical staff and external vendors to customers and executive leadership
• Ability to read, write and interpret documents such as operating and maintenance instructions.
• Ability to speak effectively before groups of customers or employees of organization.
• Strong numerical literacy with the ability to calculate rates, ratios, and interpret basic data sets
• Strong situational problem-solving skills and the ability to follow diverse instruction formats
• Office environment with moderate noise; computers, printers, and light traffic. Work requires a majority of the time to be sitting, using hands to finger, handle, or feel. Minimal lifting, up to 25lbs.

The above statements are intended to describe the general nature of the position and may not include all of the duties required of the position. Stephenson Equipment, Inc. is an EEO employer and values diversity. All qualified applicants are encouraged to apply.