Service Administration Coordinator

Title: Service Administration Coordinator Job Type: PT Hourly Non Exempt Department: Administration Location: Mira Loma, CA Supervisor: Service Manager SUMMARY As the Service Administrative Coordinator, you will be responsible for supporting and driving all administrative/operational functional areas of service, daily. This position is also responsible for successful operations of the Toyota Portal, preventative maintenance contracts, warranties, and full maintenance activities. Responsibilities: The following responsibilities are a general guideline and not intended to be an exhaustive list of the full scope of responsibilities. Duties and responsibilities are subject to change based on business needs and at managements discretion.

Responsible for full maintenance activities including new/cancelled contracts, TCF (Toyota Commercial Finance) FM (Full Maintenance) reconciliation, and FM overtime billing

Enters contracts to start cycle billing

Maintains PM contracts including new/cancelled PM contracts, PM technician/zone assignment and fleet PM assignment

Manages all warranty functions including submission, field campaigns, statement reconciliation and other warranty brands

Manages Toyota portal by processing precise invoicing/billing documents for submission and reviews statement reconciliation for accuracy

QualificationsEducation/Additional Requirements: The ideal candidate will have a demonstrated passion for customer service, strong organizational skills, and a desire for continued growth within the role. Must be dependable and reliable in addition to:

3 to 5 years of experience with heavy administrative duties and customer service.

High School Diploma or G.E.D required; some college preferred

Ability to multi task effectively

Strong attention to detail and ability to problem solve

Ability to meet processing deadlines and prioritize work

Strong organizational skills and the ability to be resourceful

Proficient with Outlook, MS Word and Excel and the ability to learn internal systems

Excellent communication skills (written and oral)

Ability to work in a fast paced environment

Excellent customer service skills

Supervisory Role Responsibilities:

Set goals and objectives for performance, service levels, and deadlines which comply with company’s mission and vision and communicates them to the service admin team

Provides monthly and annual employee assessments to ensure performance capabilities and service level expectations are met

Works with Service Manager to recommend performance merit increases at employee’s annual review

Responsible for supervising the workflow and training new hires on how they can best serve customers and the department

Builds positive customer relations for the company by driving a high level of customer service to internal and external customers throughout the branch

Serves as the primary contact for resolving and addressing customer issues or concerns

Drives sales through the preparation of quotes for the different areas of the business including service, rental, new/used sales, and PM’s

Works closely with the sales department personnel (Territory Equipment Sales and CSS Representatives) and shares leads and customer knowledge that support sales growth

Reviews service admin teams timecards using internal systems for allocation of labor

Creates and maintains reports on branch metrics as requested

Supervises the branch and personnel performance and partners as needed with the Operations Manager to drive continuous improvement in performance, service, and operational processes