Service Administrative Assistant The Reynolds Farm Equipment Service Administrative Assistant prepares equipment for delivery to the customer and answers customer's questions and calls with the attitude of creating lifetime Reynolds' customers. The Service Administrative Assistant supports and helps all service personnel to be as efficient as possible and provide most accurate information for technicians to complete their tasks with the best performance. As the newest member of our administrative organization, you'll be responsible for receiving telephone calls from customers, administering payment, organizing online service calendar, and closing work orders. The Service Administrative Assistant must practice confidentiality both in and out of dealership and maintain positive attitude while working to improve teamwork between all dealership personnel. Under the direction of the Service Manager(s), you will deliver quality customer service, exceptional phone etiquette, clear communication, upmost organization, and extraordinary transcription services/computer logging. Most importantly, perform all duties with honesty, integrity, and adherence to the Corporate Values.
Responsibilities: - Fields internal and external customer inquiries to the Service Department
- Opens work orders as directed by the Service Manager(s) and maintains control until they are closed and invoiced
- Close work orders as soon as completed and process payment to complete open work orders in order to complete closing of work order as soon as possible.
- Call customers to close and invoice work orders in a timely manner
- Manage calendar along with Service Manager(s) and provide a complete and organized calendar of schedules, work orders, and computer input
- Maintains the service library with current information (for example, files bulletins, manuals, multi-media, etc.) under the direct supervision of the Service Manager(s)
- Maintains Service Department filing and records
- Updates customer profiles using equipment, hours, or other information from the customer work orders
- Promote safety requirements and procedures in alignment with company's policies
- May process warranty and/or product improvement claims including the computation of charges, submission and follow-up
- Promote and maintain positive attitude by positively affecting customers and employees
- Handle day-to-day operations and specific tasks in a fast-paced environment and other duties assigned in the administrative/clerical aspect
Requirements: - Basic knowledge of accounting practices
- Clerical background in working with word processing, spreadsheet, and database software on a computer while providing clear and detailed communication via computer keyboard
- Exceptional ability to use standard desktop load applications such as Microsoft Office and internet functions; can type/transcribe well on computer with full details without hesitation
- Clear and proactive communication skills along with exceptional ability to use phone systems with quality phone etiquette
- Solid clerical expertise
- Ability to give full attention to what other people are saying and to actively look for ways to help others
- Requires attention to detail and being careful along with thorough in completing tasks
- Strong people and communication skills
- Must be able to work in a fast pace environment
- Ability to manage one's own time and other's time
- Requires being pleasant with others on the job and displaying good-natured, cooperative attitude
- Excellent organizational skills and keep computer application calendar of schedules for technical work to be performed; organized and clearly communicated
- Unwavering commitment to confidentiality
- Ability to work rotational Saturdays
- Some understanding of mechanical/technical terms preferred but not required
- Reliable transportation to arrive on time
- Requires being reliable, responsible, accountable, and dependable in fulfilling obligations
- High School Diploma or equivalent experience
About The Reynolds Team: With an energetic company culture and host of benefits, Reynolds Farm Equipment has emerged as an employer of choice for top talent. Here are just a few of the benefits that make us unique:
- Performance/Goal-based pay structure
- Competitive benefits package with medical, dental and vision insurance; employer paid short-term/long term disability and Life AD&D
- Voluntary STD Buy-up option and Life AD&D
- At least 6 paid company holidays annually plus three personal days and one health day
- 90 day, Semi-annual, and annual performance reviews to fuel performance and continuous learning
- Uniforms provided for service departments; work gear discounts for all other departments
- Year-round employment
- Equipment discounts and Employer discounts (part-time and full-time status)
- Fun, team-based environment
- Voted by employees as Indianapolis Top Workplaces seven years running
- North American Farm Equipment Dealer of the Year by Farm Equipment Magazine (2020)