Service Administrator

Service Administrator

Department: Service
Reports To: General Manager
Location: Phoenix
Company: Kimball Equipment Company

About Kimball Equipment

Kimball Equipment Company is a leading provider of heavy equipment, parts, and services for the aggregate and mining industry. Established in 1946, we are a third-generation family-owned business with 13 locations across the western United States. We pride ourselves on our commitment to excellence, customer service, and our core values.

Position Summary

The Service Administrator is responsible for supporting the service department by managing administrative functions, coordinating service orders, and facilitating communication between customers, technicians, and internal departments. This role helps drive departmental efficiency and profitability while delivering a high-quality service experience to our customers through prompt, professional, and accurate communication and documentation.

Key Responsibilities

Customer Service & Communication

• Provide clear, timely updates on service jobs, scheduling, and follow-ups.

• Assist with customer inquiries and ensure accurate information is provided.

• Support leadership in maintaining strong customer relationships and resolving issues promptly.

Service Coordination & Workflow

• Open, update, and close service work orders accurately and on time.

• Coordinate scheduling with technicians, parts staff, and the service manager to support an efficient, profitable workflow.

• Track labor hours, parts usage, and service notes to support accurate invoicing and reporting.

Administrative & Operational Support

• Process service invoices promptly to support revenue flow.

• Assist with warranty claims and required documentation.

• Maintain organized digital and physical records.

• Help order parts and coordinate logistics for service jobs.

• Support KPI tracking, reports, and departmental goals.

Qualifications

• High school diploma or equivalent required; associate degree preferred.

• 2+ years of administrative or customer service experience, preferably in a service, automotive, agricultural or heavy equipment industry.

• Strong customer service skills with a professional and courteous demeanor.

• Excellent written and verbal communication abilities.

• High attention to detail and strong organizational skills.

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).

• Familiarity with ERP systems or service management software is a plus.

• Ability to multitask and prioritize in a fast-paced, team-oriented environment.

• Knowledge of heavy equipment, parts, or technical services is preferred.

Working Conditions:

• Office environment with periodic exposure to the shop or yard.

• Frequent communication via phone and email with customers and technicians.

• Must be able to sit, stand, and use a computer for extended periods.

Why Kimball Equipment?

• Competitive compensation and benefits

• Opportunities for growth and professional development

• Collaborative, supportive work environment

• Make an impact in a fast-growing, industry-leading company