Service Administrator

6 days ago

Brisbane, Australia Hytorc Full time

**Service Administrator**: Brisbane, Queensland, Australia
- Beginning in 1968 _**_HYTORC_**_ has established itself as the worldwide leader in hydraulic and pneumatic torque wrench manufacturing, and has become the most trusted name in the industry. Over our 50 year history we have focused on engineering new technologies while building a 24/7 service network. _Our mission_: to make industrial bolting simpler, more precise and more reliable_
- This position will provide a range of support services across the organization, prioritizing administrative support for the National Service Manager and Service Technicians nationwide. You will work closely with the Service Manager and technicians daily to ensure the smooth processing of service jobs and quotations coupled with work scheduling and basic service reporting functions. You will liaise with internal and external customers to deliver a timely and efficient service experience.**_PRIMARY DUTIES & RESPONSIBILITIES_**
- _ Establishing job folders and files for each service job - maintaining Dropbox structure_
- _ Liaising with clients to arrange delivery of tools and scheduling of tools for service_
- _ Notifying clients of tool arrival and expected repair timeframes_
- _ Entering service quotes into MYOB_
- _ Obtaining quotations from third party repairers for non HYTORC tooling_
- _ Checking parts availability prior to confirming service deliverables_
- _ Sourcing and preparing paperwork for loan equipment_
- _ Obtaining purchase orders from clients that align to service quotations_
- _ Working with Service Manager to prioritize and schedule service jobs_
- _ Sending out routine service reminders to clients for upcoming scheduled servicing_
- _ Organizing travel/accommodation for technicians as required for remote service work_
- _ Processing warranty claims, filling out forms for techs_
- _ Collating PO’s and service quotes on job completion_
- _ Invoicing of service jobs_
- _ Providing overall administrative support to the service manager_
- _ Updating of the service/repair and serial logs daily_

**_
SECONDARY DUTIES & RESPONSIBILITIES_**
- The following items while not a primary responsibility will also form part of the broader role:_
- _ Active involvement in the ongoing compliance and maintenance of HYTORC service assets such as service vans and workshops_
- _ Assist with the development and management of internal policies and procedures such as ISO 9001-2016 and NATA and or writing /updating SWMS._
- _ Assisting with stock control and monitoring stock re-order levels for technicians_
- _ Updating HYTORC loan/rental equipment logs/software when implemented - for service loan tools only_
- _ Sending, receiving and filing calibration reports_
- _ Contributing to the continual improvement, design and maintenance of service systems_
- _ Some interstate travel may be required_

**_
SKILLS & ATTRIBUTES_**

**_ ESSENTIAL_**
- _ Experience with MYOB/XERO/SAP or equivalent operating systems_
- _ Minimum 2 years’ experience in a service or maintenance administration environment_
- _ Solid understanding of quoting, invoicing and basic business practice_
- _ Great attention to detail and the ability to work under pressure to tight deadlines_
- _ Great computer literacy including use of word, excel, outlook, drop-box & cloud-based systems_
- _ An ability to prioritize jobs and the flexibility to multitask_

**_ DESIRABLE_**
- _ Exposure to a mechanical workshop environment would be advantageous_
- **_
RELATIONSHIPS_**
- This position reports directly to the National Service Manager and has a primary function of supporting the service technicians. The success of this position will depend on the ability of the Service Administrator to develop strong working relationships with the following parties.- _Regional GM_
- _ National Service Manager_
- _ Office Manager_
- _ Service Technicians_
- _ Administrative support staff_
- _ Sales Agents_
- _ HYTORC Customers_

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