Service Administrator / Service Coordinator

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Located in McMinnville, OR

Salary: $23.00/hour + DOE

Service Administrator / Service Coordinator

$23.00/hour + DOE

Are you organized, detail-oriented, and enjoy keeping things running smoothly behind the scenes? Do you like helping customers, supporting a busy service team, and taking pride in getting things right? If so, we’d love to meet you!

The Service Administrator plays a key role in our Service Department—supporting technicians, assisting customers, and working closely with the Service Manager to keep daily operations on track. This is a great opportunity for someone who enjoys variety, teamwork, and learning something new every day.

The Daily:

  1. Welcoming customers with a friendly attitude—both in person and on the phone
  2. Scheduling technician jobs and keeping the service calendar organized
  3. Opening and managing work orders in CDK, including:
  4. Verifying customer and equipment information
  5. Checking warranty coverage and open recalls
  6. Reviewing technician time slips for accuracy
  7. Running reports to help track shop performance and service metrics
  8. Coordinating customer pickups and equipment deliveries
  9. Reviewing completed technician work orders:
  10. Reading technician notes
  11. Making sure all parts are ordered, received, and properly accounted for
  12. Closing work orders to the correct accounts (customer pay, internal, or non-revenue)
  13. Processing customer payments accurately and efficiently
  14. Assisting the Service Manager and providing backup phone coverage when needed

Weekly:

  1. Checking for open warranty recalls
  2. Reviewing Work in Progress (WIP) to make sure nothing gets missed
  3. Following up with customers after deliveries and service work
  4. Taking photos of service projects for marketing and promotional use

Monthly:

  1. Reviewing WIP with the Service Manager
  2. Running reports for customers with expiring warranties
  3. Sending out friendly reminder postcards to customers

What We’re Looking For:

  1. A positive, can-do attitude and willingness to learn
  2. Strong attention to detail and great organizational skills
  3. Good memory and ability to keep track of multiple tasks
  4. An accounting background or understanding of general ledger accounting
  5. Comfort using Excel, including:
  6. Formatting spreadsheets
  7. Basic formulas and VLOOKUPs
  8. Combining data from multiple worksheets
  9. Experience answering phones and scheduling appointments
  10. Experience with customer billing and payment processing
  11. Reliable, dependable, and self-motivated
  12. Friendly and professional with customers and coworkers
  13. Bilingual skills are a plus (but not required!)

Why You’ll Love This Role:

  1. You’ll be a key part of a supportive service team
  2. No two days are the same—there’s always something new to learn
  3. You’ll work closely with technicians, management, and customers
  4. Your attention to detail truly makes a difference in daily operations

 

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Express Office: McMinnville
733 Northeast Baker Street
McMinnville, OR 97128
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