Service Administrator

Position Summary

The Service Administrator provides essential administrative support to the service department, ensuring accurate processing of service-related documentation, billing, purchasing, and warranty activities. This role is responsible for maintaining organized records, supporting day-to-day service operations, and helping the team deliver excellent customer service in a fast-paced environment. This role is based out of our Nashville, TN office.

Key Responsibilities

• Process service billing and invoices accurately and in a timely manner.
• Create, track, and maintain purchase orders.
• Coordinate parts ordering, receiving, and related documentation.
• Submit warranty claims and follow up to ensure timely resolution and reimbursement.
• Maintain service records, files, and administrative documentation.
• Support service department operations through data entry, reporting, and general office administration.
• Communicate effectively with internal teams, vendors, and customers regarding service-related matters.
• Ensure all records and transactions are documented and maintained according to company procedures.
• Assist with special projects and additional administrative duties as assigned.

Qualifications

Required

• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Proficiency in Microsoft Word and Microsoft Excel.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team.

Preferred

• Experience in a service, operations, or administrative support role.
• Experience working with SaaS platforms, service-management software, or ERP systems.
• Knowledge of service billing, purchase orders, inventory tracking, or warranty administration.

Key Competencies

• Organization and time management
• Attention to detail
• Accuracy and data management
• Customer service orientation
• Problem-solving skills
• Initiative and accountability
• Collaboration and teamwork

Working Conditions

• Office-based position located in Nashville.
• Standard business hours.
• Frequent use of computers, phones, and office software applications.

This role is ideal for a highly organized professional who enjoys supporting service operations and ensuring administrative processes are completed accurately and efficiently.