Parts & Service Administrator

Roland Machinery Company is a family owned company that was established in 1958 and, is one of the Mid-West’s leading heavy equipment dealers representing more than twenty-five outstanding manufacturers of construction, municipal, industrial and forestry equipment; expanding across 5 states and 17 locations. Roland is an Equal Opportunity Employer (EOE) in accordance with Title 44, IL Administrative Code, Subpart C, Section 750.150

Responsibilities & Duties:

• Parts & Service department, branch level HR functions and new hire document formulation, Injury reporting, MSHA & DOT reporting, and maintaining department MSDS records
• Daily posting of hourly employee labor hours for each Technician to the respective work orders. Maintain weekly hourly employee spreadsheet for payroll
• Assists Parts & Service Manager with administrative requirements of tracking all in and outbound equipment for timely reporting to corporate
• Perform accurate work order data entry to include technician’s labor hours, mileage, and any outside charges
• Accept all service work order start-up requests and create work orders accordingly so parts and labor can be charged as needed. A daily report will be required to manage the work in process dictating which work orders can be prepared for invoicing
• Service reporting screening and data entry of technical write-ups for each work order, analyzing all job data for accuracy relative to services performed which would be repair description, labor hours charged, travel time, parts utilized, parts freight charges, and any other costs applied to jobs to allow accurate invoicing
• Perform parts expediting duties by staying in tune daily with work in process to ensure continuity in service labor scheduling relative to inbound part/component deliveries. Hence this position requires you're very aware of parts orders from the service department and in tune with ETA's and back order status reporting to assist the Service Manager in effectively maximizing the available man-power to meet and exceed customer expectations via enhancing customer's equipment "up-time"
• Monitor all parts & service department parts/component returns and core tagging for expediting credits to the respective work orders
• Process the departments warranty write-ups relative to each manufacturer's policies and procedures and forward claims to the divisions Warranty Administrator for final submission. Each branch is responsible for its warranty recovery so monthly reporting and discussion help us maximize awareness and final recovery
• Review all outside vendor invoicing relative to our service repairs and the service department assets such as building and service truck repairs
• Monitor, order, and manage proper stock of the basic service department supplies, misc. truck supplies, RMC hard copy service documents, and Roland Machinery decals and data tags
• Coordinate mandatory parts and service safety meetings with Service Manager. Forward signed roster and inspections to corporate
• Branch phone answering and call routing as needed to include handling of walk-in customer traffic to ensure a professional atmosphere as we handle each customer call or walk-in with urgency and empathy
• Manage service department’s activity in the Service Managers absence

Qualifications & Skills:

• High School diploma or G.E.D.
• Previous related experience in the heavy equipment, heavy truck, or auto industry
• Must have an insurable driving record
• Excellent organizational and time management skills a must have
• Solid verbal and written communication skills a must have
• Must maintain a professional line of communication with the parts, service, and sales staff. Unconstructive informal negative communication OR sharing proprietary information with the group will be looked upon as insubordination.
• Must possess the ability to set and keep priorities and professionally handle the stresses associated with dealing with a fast-paced competitive industry
• Must have the ability to occasionally lift 75 pounds from floor to chest; reach and use the arms with a full range of motion in order to retrieve stocked parts
• Maintains excellent work habits, provides excellent example, and presents a favorable business image towards customers served by the company and RMC staff

Benefits:

• Full time regular employees are offered: health, dental, vision, 401K, paid time off