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February

Service Administrator

HYTORC - Adelaide, SA

Administration & Secretarial
Source: uWorkin

Source: uWorkin

JOB DESCRIPTION

This position will provide a range of support services across the organization prioritizing administrative support for the National Service Manager and Service Technicians nationwide. You will work closely with the Service Manager and technicians daily to ensure the smooth processing of service jobs and quotations coupled with work scheduling and basic service reporting functions. You will liaise with internal and external customers to deliver a timely and efficient service experience.

PRIMARY DUTIES & RESPONSIBILITIES

The following items are the key functions of the position and apply to service operations in all states:

§ Establishing job folders and files for each service job - maintaining Dropbox structure

§ Liaising with clients to arrange delivery of tools and scheduling of tools for service

§ Notifying clients of tool arrival and expected repair timeframes

§ Entering service quotes into MYOB

§ Obtaining quotations from third party repairers for non HYTORC tooling

§ Emailing service quotes to clients

§ Checking parts availability prior to confirming service deliverables

§ Sourcing and preparing paperwork for loan equipment

§ Obtaining purchase orders from clients that align to service quotations

§ Working with Service Manager to prioritize and schedule service jobs

§ Sending out routine service reminders to clients for upcoming scheduled servicing

§ Organizing travel/accommodation for technicians as required for remote service work

§ Processing warranty claims, filling out forms for techs

§ Collating PO’s and service quotes on job completion

§ Invoicing of service jobs

§ Providing overall administrative support to the service manager

§ Updating of the service/repair and serial logs daily

SECONDARY DUTIES & RESPONSIBILITIES

The following items while not a primary responsibility will also form part of the broader role:

§ Active involvement in the ongoing compliance and maintenance of HYTORC service assets such as service vans and workshops

§ Assist with the development and management of internal policies and procedures such as ISO 9001-2016 and NATA and or writing /updating SWMS.

§ Assisting with stock control and monitoring stock re-order levels for technicians

§ Updating HYTORC loan/rental equipment logs/software when implemented - for service loan tools only

§ Sending, receiving and filing calibration reports

§ Contributing to the continual improvement, design and maintenance of service systems

§ Some interstate travel may be required

SKILLS & ATTRIBUTES

ESSENTIAL

§ Experience with MYOB/XERO/SAP or equivalent operating systems

§ Minimum 2 years’ experience in a service or maintenance administration environment

§ Solid understanding of quoting, invoicing and basic business practice

§ The ability to support technicians and communicate effectively across various mediums from email to phone and via scheduling systems

§ Great attention to detail and the ability to work under pressure to tight deadlines

§ Great computer literacy including use of word, excel, outlook, dropbox & cloud-based systems

§ An ability to prioritize jobs and the flexibility to multitask

DESIRABLE

§ Exposure to a mechanical workshop environment would be advantageous

KEY RELATIONSHIPS

This position reports directly to the National Service Manager and has a primary function of supporting the service technicians. The success of this position will depend on the ability of the Service Administrator to develop strong working relationships with the following parties.

§ Regional GM

§ National Service Manager

§ Office Manager

§ Service Technicians

§ Administrative support staff

§ Sales Agents

§ Hytorc Customers

Job Type: Full-time

Pay: $45,000.00 - $58,000.00 per year

Schedule:

  • 8 hour shift

Work Remotely:

  • No