Service Clerk bei Ascendum Machinery

Description

POSITION SUMMARY:

The Service Clerk plays a critical role in keeping our Service Department running smoothly and efficiently. This position is responsible for providing administrative and operational support to service leadership, technicians, and customers. From maintaining accurate work order records to coordinating essential services and ensuring compliance with DOT and company requirements, the Service Clerk is the organizational backbone of the department. The ideal candidate is detail-oriented, dependable, and thrives in a fast-paced environment where teamwork and customer focus are top priorities.

RESPONSIBILITIES:

· Open, update, and close service work orders with accuracy and attention to detail.

· Prepare and distribute work order documentation, estimates, purchase orders, and warranty submissions.

· Process and submit employee time in time keeping systems and apply technician labor hours to the appropriate work orders.

· Record and track all incoming and outgoing equipment and attachments.

· Prepare and submit shipping and receiving reports, as well as equipment and attachment movement reports, to regional or corporate offices in a timely manner.

· Upload detailed equipment photos to shared drives for monitoring inbound and outbound machine movement.

· Assist with monthly monitoring of machine and attachment inventory records.

· Perform and document equipment inspections, including capturing and filing photos.

· Coordinate facility maintenance, uniform services, and safety-related vendors, as needed. 

· Work with Safety to schedule DOT physicals and ensure compliance. 

· Manage service truck records, including tax, tags, titles, Federal DOT inspections, and annual renewal paperwork.

· Review incoming invoices, code appropriately, and submit to Corporate Accounts Payable for processing.

· Develop, organize, and maintain branch files, including customer equipment sales, work orders, and related documentation.

· Provide administrative support to the sales team by preparing and submitting agreements.

· Run OSPM queries to gather accurate pricing information and assist with creating quotes for equipment and attachments.

· Partner with sales and service staff to ensure timely communication and support for customer needs.

· Other duties as assigned. 

Requirements

EXPERIENCE/COMPETENCIES/PROFICIENCIES -Satisfactorily achieving and/or meeting the following Experience, Competencies, and Proficiencies that are essential duties of the job:

· Two year degree or high school grad/GED with equivalent work experience,

· High proficiency in customer relationship skills,

· Strong organizational skills and teamwork abilities,

· Proficiency with personal computers using Microsoft Windows and Office software,

· Discretion in handling confidential company information.

· Ability to work required hours of 8 a.m. to 5 p.m. daily

· Strong analytical thinking, problem-solving, and sound decision-making skills.

· Clear and professional communication, both verbal and written, with team members, customers, and vendors.

· Quick to learn new systems, processes, and procedures; flexible in fast-paced environments.

· Demonstrates initiative, reliability, and enthusiasm in daily tasks.

· Maintains accurate records, manages multiple priorities, and ensures quality in all work.

· Dedicated to providing excellent service and building strong relationships across the business.

· Willing and able to work standard branch hours and adjust as business needs require.

· Skilled in clerical processes and comfortable using Microsoft Office Suite and other business systems.

PHYSICAL DEMANDS:

· Regularly required to communicate effectively through talking and hearing.

· Prolonged periods of sitting at a desk while working on a computer or handling administrative tasks.

· Frequently required to stand, walk within the shop environment, bend, or reach with hands and arms.

· Must be able to lift and move up to 15 pounds occasionally.

Employees are expected to meet the Physical Demands of the job. If requested and deemed

necessary, Ascendum Machinery will provide reasonable accommodation to a disabled

employee to meet the Physical Demands of the job.
 

FLSA STATUS: The U.S. Fair Labor Standards Act (FLSA) requires employers to classify their

employees as being either exempt or non-exempt for the purpose of being paid overtime

wages. The essential duties of this job are such that the employee is classified according to

the FLSA as a Non-Exempt employee.

TRAVEL REQUIREMENTS: None Required
 

EQUAL OPPORTUNITY: Ascendum makes recruitment, employment, promotional and all

other People and Culture decisions without regard to race, color, religion, national origin,

age, sex, gender identity or expression, sexual orientation, pregnancy (including childbirth

and related conditions, including, but not limited to, lactation), disability, hair texture or

protective hairstyle, veteran status, uniformed service, genetic information, or any other

class or characteristic protected by applicable law. This policy applies to all aspects of

employment that include but are not limited to hiring, promotion, training, transfers, job

assignments, terminations, recalls, wage and salary administration, and application of all

Company policies, procedures, and benefits.