Equipment Service Administrative Coordinator

Description

JOB SUMMARY:

The Administrative Coordinator is directly responsible for recording and processing all work performed by department personnel, entering all vendor parts sales into Ten-8’s operating software, handling vendor warranty claims, and managing the parts inventory. This position reports directly to the Equipment Service Manager.

Key Responsibilities: include but are not limited to the following. Other duties may be assigned as needed.

• Accurately translate and enter service technician notes into the business operating software in a timely manner.
• Process all vendor parts sales promptly and accurately within the business operating software.
• Receive, process, and ship equipment and parts, while assisting in the management of other service department resources.
• Prepare and submit vendor warranty claim documentation efficiently and on schedule.
• Follow up with OEMs to ensure timely warranty approvals.
• Assist in the organization, filing, and maintenance of customer digital records.
• Support the customer quoting and scheduling process to ensure smooth operations.
• Build and maintain positive relationships with customers, vendors, and colleagues.
• Travel periodically to customer sites to assist mobile service technicians with testing and troubleshooting.
• Adhere to all company safety procedures and industry regulations, actively identifying and reporting potential hazards to promote a safe working environment.

Required Qualifications: To successfully perform this job, an individual must be able to carry out each essential duty effectively. The qualifications outlined below represent the knowledge, skills, and abilities that are required. or preferred for this position.

• Education: High school diploma or GED required.
• Experience: At least 2+ years of experience working in an office setting, demonstrating strong administrative, organizational, and communication skills, with a proven ability to manage multiple tasks, maintain accurate records, and support both internal teams and external clients or vendors efficiently.

Skills and Abilities:

• Strong organizational and communication skills.
• Proven experience in general office administration, including scheduling, filing, data entry, and managing correspondence.
• Hands-on experience with office software such as Microsoft Office Suite; familiarity with business operating software.
• Experience interacting with clients, vendors, and internal teams, providing professional support and maintaining positive relationships.
• Able to read and understand basic instructions, short communications, and emails. Capable of writing standard correspondence and communicating effectively in English, both verbally and in writing.
• Demonstrated ability to manage multiple tasks or projects simultaneously, prioritize work effectively, and meet deadlines with minimal supervision.
• Ability to apply common sense and critical thinking to follow written and verbal instructions and resolve issues involving multiple variables within standard guidelines.
• Capable of working independently on assigned tasks while also responding well to direction and collaborative assignments.

Working Conditions: The work environment characteristics described here are representative of those and employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Primarily office-based work in a standard office environment.
• Regular use of computers, phones, and other office equipment.
• Frequent sitting, standing, and occasional light lifting of office supplies or equipment.
• Typical workweek is Monday through Friday, with occasional overtime or flexible hours as needed.
• Periodic travel to customer or vendor locations may be required to support operations.
• Fast-paced environment requiring multitasking, attention to detail, and adherence to deadlines.
• Interaction with colleagues, management, customers, and vendors on a regular basis.

EEO STATEMENT: Ten-8 Fire & Safety provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

DRUG FREE WORKPLACE: Ten-8 Fire & Safety is committed to protecting the safety, health and wellbeing of all employees and other individuals in our workplace. As a condition of employment, employees are required to participate in pre-employment drug screening.