Service Administrator - HOLT Truck Centers

1. Demonstrate alignment with the company's mission and core business values;
2. Collaborate with key internal/external resources; 
3. Participate in ongoing self-development.

Essential Functions

• Models, promotes, reinforces, and rewards the consistent use of HOLT’s Values Based Leadership (VBL) tools, models, and processes to ensure alignment with our Vision, Values, and Mission.
• Prepares, opens, updates, monitors, and closes repair orders (ROs) accurately and efficiently, ensuring required documentation is complete.
• Schedules customer appointments and coordinates service workflow to maximize shop productivity.
• Maintains accurate service records, customer files, and repair documentation.
• Processes invoices, purchase orders, work orders, and billing transactions.
• Assists with warranty claims, documentation, and manufacturer compliance requirements.
• Communicates professionally with customers by providing repair status updates, estimates, completion schedules, responding to inquiries; answers incoming calls and greets customers.
• Coordinates with Service Advisors, Technicians, and Parts personnel to ensure timely repair completion.
• Enters service data into dealership management systems while maintaining data accuracy.
• Maintains confidentiality of customer, financial, and company information.
• Supports the Service Manager with administrative projects and by preparing daily, weekly, and monthly service department reports.
• Maintains inventory of office supplies, forms, and administrative materials.
• Ensures compliance with company policies, safety procedures, and quality standards.
• Requires regular and punctual employee attendance.
• Works safely at all times and adheres to all applicable safety policies; complies with all company policies, procedures, and standards.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook); dealership management or service management software is preferred.
• Strong problem-solving, organizational, multitasking, and time management skills.
• Excellent interpersonal skills and customer service abilities to establish working relationships with multiple departments and various levels of the organization.
• Excellent written and verbal communication skills.
• Strong attention to detail and data-entry accuracy.
• Ability to maintain professionalism while handling confidential information.
• Ability to work independently and as part of a team in a fast-paced environment.

Requirements

• High school diploma or GED required.
• One to three years of administrative or customer service experience preferred; experience in  automotive, equipment, or fleet service environment is a plus.

• Experience in a commercial fleet maintenance environment.
• Knowledge of heavy-duty truck service terminology and repair processes.
• Experience processing warranty claims and service billing.
• Familiarity with repair order management and service scheduling.

• None

• Up to 10% may be required.

• This position involves extended periods to sit, stand, and walk. 
• This role frequently communicates with others, must be able to exchange accurate information in these situations.
• This role routinely uses standard office equipment such as computers, phones, handheld devices, photocopiers, filing cabinets, and fax machines.
• Occasionally lift or move office materials weighing up to 25 pounds.

• This job is generally performed in a professional office environment adjacent to an active heavy-duty truck service facility.
• Frequently works at fast pace with unscheduled interruptions.