Job Overview
Employment Type
Full-time
Work Schedule
Standard Hours
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Employee Discounts
Professional development opportunities
Paid holidays
Job Description
J & R Equipment is a reputable equipment dealership located in Oklahoma City, OK, renowned for delivering quality heavy machinery and industrial equipment solutions to a diverse customer base. With years of experience serving industries such as construction, agriculture, and manufacturing, J & R Equipment is committed to providing exceptional customer service along with efficient equipment maintenance and service support. The company prides itself on its knowledgeable staff, comprehensive equipment offerings, and strong community presence, making it a trusted partner for businesses that rely on quality machinery and equipment reliability.
The role of Service Administrator at J & R Equipment is integral to ensuring smooth daily operations within the branch. Positioned within the Operations department and reporting directly to the Operations Manager, the Service Administrator acts as the first point of contact for customers, vendors, technicians, sales personnel, and corporate departments. This role balances administrative responsibilities with front-desk duties, requiring the successful candidate to efficiently manage multiple communication channels and administrative tasks. The Service Administrator plays a pivotal role in organizing service activities and providing essential support to Department Managers and the branch team to maintain high levels of service efficiency.
In this fast-paced equipment dealership environment, the Service Administrator must exhibit strong communication skills, professionalism, and keen attention to detail. The position involves managing high volumes of incoming calls and walk-in inquiries with promptness and courtesy. Additionally, the Service Administrator supports various administrative functions, including handling service work orders, coordinating technician paperwork, managing service records, and assisting with service invoicing processes. Proficiency in service management software and general office technology is crucial for this role, as is the ability to prioritize tasks effectively amidst interruptions and time-sensitive demands.
The Service Administrator is also responsible for acting as a liaison between the branch and the accounting departments—Accounts Receivable and Accounts Payable—helping to resolve customer billing questions and vendor invoice issues. This role requires a strong understanding of purchase orders, warranty claims, and billing procedures associated with equipment services. The ability to ensure accuracy in service documentation directly impacts the quality and timeliness of customer invoicing and overall branch operational success.
Candidates for this position will find a dynamic work environment where interaction with customers, technicians, vendors, and internal teams is a daily requirement. The role demands flexibility to support the branch during staffing shortages or high-volume periods by providing backup administrative assistance. The working environment includes exposure to active service shops and equipment yards, necessitating adherence to safety protocols, including personal protective equipment usage and awareness of operational hazards.
Overall, the Service Administrator position at J & R Equipment offers an opportunity for professionals to contribute to a leading equipment dealership while developing strong operational and administrative expertise. This role supports a well-established company with a focus on teamwork, customer satisfaction, and operational excellence, making it a compelling career avenue for detail-oriented individuals with excellent communication and organizational skills.
The role of Service Administrator at J & R Equipment is integral to ensuring smooth daily operations within the branch. Positioned within the Operations department and reporting directly to the Operations Manager, the Service Administrator acts as the first point of contact for customers, vendors, technicians, sales personnel, and corporate departments. This role balances administrative responsibilities with front-desk duties, requiring the successful candidate to efficiently manage multiple communication channels and administrative tasks. The Service Administrator plays a pivotal role in organizing service activities and providing essential support to Department Managers and the branch team to maintain high levels of service efficiency.
In this fast-paced equipment dealership environment, the Service Administrator must exhibit strong communication skills, professionalism, and keen attention to detail. The position involves managing high volumes of incoming calls and walk-in inquiries with promptness and courtesy. Additionally, the Service Administrator supports various administrative functions, including handling service work orders, coordinating technician paperwork, managing service records, and assisting with service invoicing processes. Proficiency in service management software and general office technology is crucial for this role, as is the ability to prioritize tasks effectively amidst interruptions and time-sensitive demands.
The Service Administrator is also responsible for acting as a liaison between the branch and the accounting departments—Accounts Receivable and Accounts Payable—helping to resolve customer billing questions and vendor invoice issues. This role requires a strong understanding of purchase orders, warranty claims, and billing procedures associated with equipment services. The ability to ensure accuracy in service documentation directly impacts the quality and timeliness of customer invoicing and overall branch operational success.
Candidates for this position will find a dynamic work environment where interaction with customers, technicians, vendors, and internal teams is a daily requirement. The role demands flexibility to support the branch during staffing shortages or high-volume periods by providing backup administrative assistance. The working environment includes exposure to active service shops and equipment yards, necessitating adherence to safety protocols, including personal protective equipment usage and awareness of operational hazards.
Overall, the Service Administrator position at J & R Equipment offers an opportunity for professionals to contribute to a leading equipment dealership while developing strong operational and administrative expertise. This role supports a well-established company with a focus on teamwork, customer satisfaction, and operational excellence, making it a compelling career avenue for detail-oriented individuals with excellent communication and organizational skills.
Job Requirements
- High school diploma or equivalent
- Two or more years of relevant administrative or service experience preferred
- Proficiency with service management software and Microsoft Office applications
- Strong verbal and written communication skills
- Ability to manage multiple priorities and interruptions
- Professional demeanor and customer service orientation
- Ability to maintain confidentiality and follow established procedures
- Ability to work in a fast-paced and dynamic environment
- Willingness to comply with safety protocols and wear required personal protective equipment
- Ability to lift up to 25 lbs
- Ability to sit, stand, walk, bend, and use office equipment throughout the day
- Based in Oklahoma City, OK with reliable attendance
- Availability for occasional overtime or schedule adjustments
Job Qualifications
- High school diploma or equivalent
- two or more years of administrative, customer service, service coordination, dispatch, dealership, rental, equipment, automotive, truck, or industrial service experience preferred
- Working knowledge of work orders, service invoices, purchase orders, warranty claims, technician time, parts requests, and customer approval processes
- Strong verbal and written communication skills
- Highly organized and detail-oriented
- Comfortable using service management software, Microsoft Outlook, Excel, Word, Teams, scanners, and printers
- Dependable and professional
- Customer-focused
- Ability to maintain confidentiality
- Ability to follow procedures and escalate issues when appropriate
Job Duties
- Answer incoming calls, greet walk-in customers, and route inquiries to the appropriate department or team member
- Assist with front-office organization, mail, deliveries, office supplies and other daily branch needs
- Serve as a liaison between the branch, Accounts Receivable, and Accounts Payable on service invoices, purchase orders, customer billing questions, vendor invoices, credits, and supporting documentation
- Provide backup administrative support during staffing shortages, high-volume periods, vacations, or special projects
- Assist the Service Manager with customer communication, open work order review, technician paperwork, service records, follow-up items, branch communication, and invoice readiness
- Create, update, and maintain service work orders in the service management software with accurate customer, equipment, labor, parts, complaint, cause, correction, and billing information
- Provide timely updates regarding service scheduling, repair progress, parts delays, job completion, pickup or delivery readiness, and customer concerns requiring Service Manager follow-up
- Prepare completed work orders for review and invoicing, helping identify and correct discrepancies in labor, parts, pricing, purchase orders, customer information, and invoice backup before final billing
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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