Administrative Assistant

Service Center Admin Requirements
The ideal candidate would have strong computer skills and be somewhat familiar with parts ordering, billing, and warranty claims
$18-20
M-F 8-5
Billing:
1. Bill repairs timely and correctly.
2. Make sure to provide as many notes as possible from the work order to support the billing.
3. Be able to verify if the repair is a warranty or customer’s responsibility.
4. Submit and track warranty claims to verify acceptance from the vendor.
a. Need be familiar with each vendor’s warranty process.
b. Get a RGA if needed to return parts for warranty as needed.
c. Need to track warranties regularly to insure payment.
d. If a warranty is rejected or only partiality covered discuss with me to determine payment.
5. Issue credits properly if needed.
Repairs:
1. Enter repairs into V2 as new repairs are checked in. Work orders will be provided by warehouse staff or techs. Verify that all of information has been provided correctly to insure proper billing.
a. Name, contact, machine type, serial number, and reason for repair.
b. Determine if it’s a warranty or general repair. Techs or myself will be able to make the determination.
2. Maintain an Excel spreadsheet of ongoing repairs. Add new machines with customer information and serial number as they are entered into V2 and delete machines as they are billed.
Parts ordering:
1. Order parts for techs from their provided work orders promptly.
2. Be familiar with our vendors. Have contacts, log-ins, and be able to call or navigate their websites.
3. Be able to use vendor websites to investigate specific parts needed.
4. Communicate to the techs and myself if there are back-order delays.
Receiving:
1. Properly receive items that come into the warehouse daily. Warehouse staff will be responsible for verifying that the packing list and materials match correctly. If there are discrepancies verify with the warehouse supervisor or myself for verification.
2. Send received items to Vernoica and Mike S. daily via email. Original paperwork need to go to the main office in Gainesville 2-3 times per week.