Service Administrator

Hiring a Service Administrator!

Job Description

The Service Administrator will support the service department by assisting with daily operations, work order management, customer communication, and administrative processes. This position is crucial for ensuring that service documentation, labor tracking, warranty processing, and customer records are completed accurately and efficiently.

Responsibilities

• Provide customer service support via phone, email, and in-person interactions.
• Review and process mechanic timecards to ensure labor hours are accurately recorded.
• Enter labor hours, job information, and service details into company systems.
• Manage incomplete and completed service work orders.
• Review mechanic write-ups and ensure documentation is complete and accurate.
• Verify mileage, machine hours, parts usage, and service details are properly recorded.
• Ensure supporting documentation, purchase orders, invoices, and receipts are attached to corresponding work orders.
• Communicate completed work and service updates to customers.
• Create and process purchase orders as needed.
• Verify customer billing requirements and account information.
• Coordinate warranty documentation and ensure all required information is included before submission.
• Follow up with technicians regarding missing information or incomplete documentation.
• Support additional administrative and operational duties as assigned.

Qualifications:

• Strong attention to detail and organizational skills.
• Excellent customer service and communication abilities.
• Strong problem-solving skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Professional work ethic and commitment to accuracy.
• Proficiency in Microsoft Office Suite.
• Experience with service management or ERP systems.
• Knowledge of Power BI is a plus.
• High school diploma or equivalent required.
• Prior experience supporting a service department, maintenance operation, equipment service organization, or similar environment preferred.

Work Environment

The work is conducted on-site from 7:30am to 4pm. You will be part of a great family-oriented company with plenty of room for growth within the organization.

This is a Contract to Hire position based out of East Longmeadow, MA.

The pay range for this position is $28.00 - $30.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in East Longmeadow,MA.

This position is anticipated to close on Jul 22, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.