Service Administrator (Part Time or Full Time)

This position entails the communication and coordination of customer activities including jobs dispatching, sales and service scheduling, quoting, invoicing, troubleshooting, and coordination. Attention to detail, effective organization capability, and expert customer communication skills are mandatory. Ability to interact with multiple manager and service technicians is required. Key duties include:

Duties and Responsibilities

1. Implement and manage company’s service dispatch system.

2. Answer incoming calls and process/log all messages (phone calls, walking ins, interoffice)

3. Respond to Sales/Rentals inquiries including documenting the specific requirements of the customer and the creation/processing of quotes with the assistance of service or sales personnel.

4. Respond to and process all Service Rentals inquiries including documenting the specific requirements of the customer and the creation/processing of quotes & dispatches with the assistance of service leadership personnel

5. Create & Process Invoices using QuickBooks and/or dESCO Software. Log any follow-up sales/service notes and ensure they are completed by appropriate personnel.

6. Process paperwork from delivery, sales and service verifying completeness and accuracy, and then correctly file in proper location.

7. Process Requisitions and Purchase Orders verifying accuracy & completeness. Follow-up and maintain orders and all adjustments. 

8. Work Accounts Receivables past due accounts and call all late pays at a minimum on a weekly basis. 

9. Always maintain accurately customer contact information, ship to, bill to addresses, email and phone contacts in QuickBooks and dESCO.

10. Receive all deliveries and customer repair “drop-off”. Verify equipment receipt and forward to accounting & service for processing. Log all receiving’s.

11. Assist Service Manager with Schedule & Dispatch Preparation. Ensure all customers are called prior to sending technician on route.

12. Create and manage tracker for all Planned Inspections (PI). Ensure no inspections are missed. Coordinate & Assist Service Manager in scheduling and dispatch.  

13. Complete Job Requests for all jobs and group by priority/area

14. Respond to and prioritize all Rush services and Service calls

15. Schedule all delivery/installs

16. Oversee shipping and receiving and maintain that area

17. Maintain status of all Shop repairs in both repair file and status board. Ensure all repairs are completed and returned to customer within 5 business days (GOAL)

18. Create schedule/program for renewal of technician license/safety & weight calibrations. Ensure no expirations occur.

19. Create, update, send and archive customer certificates of calibration. Ensure that we never miss an inspection and that all certificates are delivered to customer within 72 hours of service.

20. Create & maintain schedule for maintenance of all trucks    

21. Maintain catalogs and ensure we have current versions, and current price lists.

22. Maintain and conduct cleanup of office on a daily and weekly basis  

23. Other miscellaneous office assistance including sales and marketing activities

• Is able to effectively utilize dESCO and QuickBooks - Previous dispatcher experience desired.

• Excellent with all MS Office Tools (Excel, Word, PowerPoint, Outlook, etc.)

• Excellent documentation skills

• Excellent organization and time management abilities

• Excellent customer service and communication skills (verbal and written)

Required Education and Skills

• Military veterans requested to apply.


• Associates or ​Bachelor’s Degree, preferably in a Business related field.


• Excellent customer service and interpersonal skills.


• Previous successful outside sales experience in defined territory and industry segments a major plus.