Position Overview:

The Service Administrator plays a critical role in supporting the Service Department by ensuring accurate invoicing, proper documentation, timely follow-ups, and smooth coordination between internal departments, manufacturers, warranty providers, and external companies. This position requires strong organizational skills, attention to detail, and the ability to manage multiple administrative and accounting-related tasks in a fast-paced dealership environment.

What You'll Do:

1. Invoicing & Accounts Coordination

• Ensure all companies and business partners receive accurate and timely invoices
• Obtain and verify Purchase Orders (POs) from companies prior to invoicing
• Attach corresponding Repair Orders (ROs) to invoices before submission
• Follow up with companies regarding outstanding accounts and unpaid invoices
• Maintain accurate records of billing and collections activity

2. Warranty & Documentation Processing

• Ensure all paperwork submitted to warranty companies and external businesses is complete, accurate, and compliant with manufacturer and company requirements
• Review repair orders and supporting documentation for errors or missing information prior to submission
• Communicate with service advisors and technicians to resolve documentation discrepancies

3. Parts & Special Orders

• Follow up on special order parts to ensure timely receipt and proper billing
• Coordinate with the Parts Department regarding order status and required documentation
• Confirm parts are correctly assigned to repair orders and invoices

4. FordPass Points Administration

• Track and follow up on FordPass Points submissions and redemptions
• Ensure points are applied correctly and related documentation is completed accurately
• Resolve discrepancies or issues related to FordPass Points usage

5. Accounting & Administrative Support

• Perform additional accounting and administrative duties as required
• Assist with filing, record keeping, and internal audits
• Support the Service and Accounting departments with reporting and reconciliation tasks