Office Administrator in New Iberia, LA at Ardco

Date Posted: 9/2/2021

Job Snapshot

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Job Description

The Position

The Office Administrator is responsible for supporting the Service Manager, Sales and Parts Team in maintaining and tracking warranty claims. This person will work directly with Service, Sales and Parts teams as well as directly with our customers to ensure warranty items are addressed in a timely manner.

S/he will build strong relationships with department leads and quickly gain business and service acumen, assisting the management team and the location in the daily administrative functions of the dealership.

Key Performance Areas

  • Coordinate equipment sale/rental requests and assist walk-in customers.
  • Answer incoming calls and re-direct when appropriate.
  • Process incoming/outgoing mail, faxes, FedEx, UPS, etc.
  • Order office supplies and coordinate lunches for meetings and trainings Assist Service Manager with work orders, estimates, and quotes.
  • Assist Service Manager with customer follow up on inspection process.
  • Assist with tracking down missing information/follow up with Service Dept for repair status.
  • Assist in handling/communicating customer complaints and concerns and work with the Service Manager to ensure the problem is corrected to the customer and dealership's satisfaction.
  • Assist parts team with customer service and inventory control.
  • Perform follow-up calls to customers.
  • Complete inventory control for office needs.
  • Assign and open all warranty job numbers and maintain warranty information in ERP system.
  • Track and send out Manufacturer issued notices to customers.
  • File warranty claims and follow up with manufacturers on submitted claims.
  • File all registration, commissioning reports and paperwork with all manufacturers and in the appropriate locations.
  • Assist customers and salesmen with questions regarding warranty policy and eligibility.
  • Design and maintain organized systems to ensure proper record retention.
  • Provide support and communication to sales teams.
  • Facilitate and assist with district HR functions to include onboarding, needed regulatory updates and accident report follow up when needed
  • Perform other responsibilities as assigned by management.
  • Always present a courteous and positive image of ARDCO Equipment.

Job Requirements

Experience and Education:

  • Experience: 3+ years of experience in rental equipment preferred.
  • Education: High school diploma; associate degree preferred.
  • Communication: Excellent communication skills, both written and verbal communication.
  • Technology:  Strong working knowledge of MS Office and ERP systems.

Other Requirements:

  • Strong Attention to detail and ability to work both collaboratively and independently.
  • Exceptional organizational, interpersonal, and project management skills.
  • In depth understanding of rental equipment and sales.

Supervisory Responsibility - This position has no supervisory responsibilities.

Position Type and Expected Hours of Work - This is a full-time position. Typical work hours are Monday thru Friday, 8:00 AM to 4:30 PM. 

Travel – Minimal travel is expected for this position.

Work Environment - The position operates in a professional office environment using standard office equipment such as computers, iPads, phones, copiers and filing cabinets. 

Physical Requirements - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and ability to adjust focus. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.


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