Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook.
Dealership management or service management software experience is preferred.
Strong problem-solving, organizational, multitasking, and time-management skills.
Interpersonal and customer-service skills to establish working relationships with multiple departments and organizational levels.
Strong written and verbal communication skills.
Strong attention to detail and data-entry accuracy.
Ability to maintain professionalism while handling confidential information.
Ability to work independently and as part of a team in a fast-paced environment.
Ability to maintain regular and punctual attendance.
Ability to work safely and comply with company policies, procedures, safety policies, and quality standards.
Responsibilities
Coordinate service documentation, customer communications, repair orders, scheduling, and billing as needed in support of service advisor teams.
Serve as a liaison between customers, service advisors, technicians, the parts department, and management to support efficient service operations, accurate recordkeeping, and customer service.
Model the company’s mission and core business values, collaborate with internal and external resources, and participate in ongoing self-development.
Promote and reinforce the use of HOLT’s Values Based Leadership tools, models, and processes to align with the company’s vision, values, and mission.
Prepare, open, update, monitor, and close repair orders accurately and ensure required documentation is complete.
Schedule customer appointments and coordinate service workflow to maximize shop productivity.
Maintain accurate service records, customer files, and repair documentation.
Process invoices, purchase orders, work orders, and billing transactions.
Assist with warranty claims, documentation, and manufacturer compliance requirements.
Communicate repair status updates, estimates, and completion schedules to customers; respond to inquiries, answer incoming calls, and greet customers.
Coordinate with Service Advisors, Technicians, and Parts personnel to support timely repair completion.
Enter service data into dealership management systems and maintain data accuracy.
Maintain the confidentiality of customer, financial, and company information.
Support the Service Manager with administrative projects and prepare daily, weekly, and monthly service department reports.
Maintain inventory of office supplies, forms, and administrative materials.
Ensure compliance with company policies, safety procedures, and quality standards.
Perform other duties as assigned.
Desired Qualifications
Experience with dealership management or service management software.
The Service Department Administrator provides administrative and operational support to the Service Department by coordinating service documentation, customer communications, repair orders, scheduling, and billing if needed within the support of the service advisor teams. This position serves as a key liaison between customers, service advisors, technicians, the parts department, and management to ensure efficient service operations, accurate recordkeeping, and exceptional customer service.
The incumbent in this position is expected to model the following practices on a daily basis:
Demonstrate alignment with the company's mission and core business values;
Collaborate with key internal/external resources;
Participate in ongoing self-development.
Models, promotes, reinforces, and rewards the consistent use of HOLT’s Values Based Leadership (VBL) tools, models, and processes to ensure alignment with our Vision, Values, and Mission.
Prepares, opens, updates, monitors, and closes repair orders (ROs) accurately and efficiently, ensuring required documentation is complete.
Schedules customer appointments and coordinates service workflow to maximize shop productivity.
Maintains accurate service records, customer files, and repair documentation.
Processes invoices, purchase orders, work orders, and billing transactions.
Assists with warranty claims, documentation, and manufacturer compliance requirements.
Communicates professionally with customers by providing repair status updates, estimates, completion schedules, responding to inquiries; answers incoming calls and greets customers.
Coordinates with Service Advisors, Technicians, and Parts personnel to ensure timely repair completion.
Enters service data into dealership management systems while maintaining data accuracy.
Maintains confidentiality of customer, financial, and company information.
Supports the Service Manager with administrative projects and by preparing daily, weekly, and monthly service department reports.
Maintains inventory of office supplies, forms, and administrative materials.
Ensures compliance with company policies, safety procedures, and quality standards.
Requires regular and punctual employee attendance.
Works safely at all times and adheres to all applicable safety policies; complies with all company policies, procedures, and standards.
Performs other duties as assigned.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook); dealership management or service management software is preferred.
Strong problem-solving, organizational, multitasking, and time management skills.
Excellent interpersonal skills and customer service abilities to establish working relationships with multiple departments and various levels of the organization.
Excellent written and verbal communication skills.
Strong attention to detail and data-entry accuracy.
Ability to maintain professionalism while handling confidential information.
Ability to work independently and as part of a team in a fast-paced environment.