Service Administrator – III

Job Title: Service Administrator – III

Location: Pointe-Claire, Quebec, Canada

Work Arrangement: On-site

Contract Duration: (3 months)

Working Hours: Monday–Friday, 6:00 AM–3:30 PM

Opportunity: Temporary-to-hire for the right candidate

Job Summary

The Service Administrator serves as the first point of contact for customers, providing professional customer service and administrative support to service operations. The role involves managing customer inquiries, coordinating service activities, preparing estimates and invoices, maintaining service records, and assisting with warranty-related matters.

The ideal candidate is bilingual in French and English, customer-focused, organized, technically inclined, and comfortable working with service teams and administrative systems.

Key Responsibilities

• Handle incoming and outgoing customer calls and respond to service inquiries.
• Build and maintain positive customer relationships.
• Assess customer needs and collect relevant service information.
• Schedule service jobs and coordinate activities with technicians and other team members.
• Create work orders and work plans in the appropriate service-management systems.
• Prepare estimates, quotations, invoices, and billing documentation.
• Request customer payments and follow up on outstanding payments.
• Provide service-status updates to customers.
• Assist with warranty-related inquiries, documentation, and claims.
• Maintain accurate customer, equipment, and service records.
• Support technical issue documentation and escalate issues when necessary.
• Ensure tasks are completed accurately and within required timelines.

Required Qualifications and Skills

• Fluency in French and English, including reading and writing in French.
• Strong customer service and communication skills.
• Experience in administrative support, customer coordination, or service operations.
• Good organizational skills and attention to detail.
• Ability to manage multiple tasks and meet deadlines.
• Computer proficiency, including Microsoft Office and service-management applications.
• Ability to work on-site in Pointe-Claire, Quebec, during the specified schedule.
• High school diploma or equivalent experience.

Preferred Qualifications

• Experience in a service center, automotive dealership, equipment dealership, fleet, or industrial service environment.
• Knowledge of diesel engines, mechanical systems, or heavy equipment.
• Previous experience as a Service Advisor or Technical Service Advisor.
• Experience with work orders, job scheduling, estimates, quotations, and invoicing.
• Familiarity with warranty administration and service documentation.
• Experience using VMS or similar service-management systems.

Key Competencies

• Customer focus and relationship management.
• Effective verbal and written communication.
• Attention to detail and timely execution.
• Problem-solving and technical aptitude.
• Conflict resolution and professional judgment.
• Financial and billing accuracy.
• Teamwork and coordination.

Working Schedule

Monday to Friday, 6:00 AM–3:30 PM, on-site in Pointe-Claire, Quebec.

Additional Information

This is an initial three-month contract, with the possibility of a permanent opportunity for the right candidate. Shortlisted candidates may be invited to a 45-minute interview via Zoom.