Supervisor - Service Administration

Position Summary

This position is responsible for leading a team of administrative staff, ensuring work orders are processed efficiently and accurately while coordinating essential administrative functions to maintain smooth business operations.

Position Duties/Responsibilities

Primary Responsibilities:

• Lead, coach, and schedule administrative staff; set goals, monitor performance, and provide ongoing development.
• Ensure all work orders are opened, updated, and closed accurately and on time, with correct parts, labor, and cost segmentation.
• Review documents and error reports, resolve discrepancies, and drive process improvements to minimize rework.
• Perform staff responsibilities during workload surges or escalations to handle team tasks, keeping workflows on schedule, and customer satisfaction high.
• Act as operations liaison for Parts, Service, Finance, HR, and IT to resolve documentation or system issues.
• Assist leaders with maintaining and distributing routine dashboards, KPI scorecards, and WIP (work-in-process) aging reports.
• Provide assistance with expense coding, purchasing card reconciliations, and small-capital or tool requests for the department.
• Coordinate new-hire onboarding for technicians and support staff, equipment, schedules, system access, and safety orientation.
• Maintain documents in compliance with audit and retention policies.
• Support facility requests, office supplies, and building maintenance requests.
• Facilitate effective communication between Supervisors, Sales Reps and other managers.
• Assist leadership with special projects, branch events, and customer related activities as needed.
• Assist in driving continuous process improvement by identifying bottlenecks, removing roadblocks, and implementing solutions that streamline workflows and enhance operational efficiency.

Supervisory Responsibilities:

• Ensures compliance with established corporate standards. Oversees day to day operations of the unit. Reviews and evaluates the work and performance of reporting employees. Has significant input regarding hiring and disciplining employees.

Position Requirements

Required:

• High School Diploma or GED.
• 3 years or more of service industry experience
• 1 year or more of experience using OAK or DBS systems
• 2 years or more of leadership or supervisory experience.

Preferred:

• Associate’s Degree in a business related field (Marketing, Finance, Business Management, etc.) or equivalent work experience
• 5 years or more of experience working in an equipment dealership environment
• 3+ years of leadership experience

Knowledge, Skills, And Abilities

The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Strong leadership skills, including creative thinking, decision-making and goal setting
• Proficient computer and data entry skills with Microsoft Office (Outlook, Word, Excel, and PowerPoint), and the ability to learn MacAllister systems
• Excellent data management and analytical skills
• Excellent attention to detail
• Strong multitasking abilities, and self-motivated
• Ability to develop and implement processes and monitor performance with key process indicators
• Strong skills in complex problem solving, critical thinking, and creative thinking
• Proven ability to build and maintain effective customer and professional relationships through strong interpersonal skills with emphasis on relationship-building and consistent demonstration of solid professional judgment
• Excellent communication skills (both oral and written)

Other Requirements of Position

• Works under general supervision. Employee acts independently to handle standard problems but usually report on such problems. More unusual problems are referred to a manager.
• Major responsibilities typically require a modest amount of creativity and latitude. Employee typically operates under general instructions with some established procedures and policies
• If an error is made while in this position, it will require some effort to identify the error and can create a moderate impact on the company financially
• Maintains equipment and supplies to avoid waste, damage to areas and equipment, and to prevent accidents

The duties and responsibilities outlined in this posting are not exhaustive and may evolve based on business needs.

All MacAllister Machinery companies are an Equal Employment Opportunity Employer, including Disabled and Veteran applicants.