Service Office Administrator

SummitTruck Body has served the commercial truck and transportation industry in the Pacific Northwest for over 35 years, building and upfitting dry vans, flatbeds, and refrigerated vans. In 2021, Summit expanded operations with the acquisition of a Seattle-area service center, which repairs and refinishes all makes and models of medium, heavy-duty, specialty, and fleet vehicles.

Position Overview

The Service Office Administrator plays a key role in the success of our Service Department by ensuring efficient daily office operations and an exceptional customer experience. As the first point of contact for phone inquiries and site visitors, this position supports service scheduling, documentation, parts coordination, and administrative accuracy.

This position is ideal for someone who enjoys a fast-paced environment, takes ownership of their work, and demonstrates professionalism, accuracy, and strong customer service skills.

Essential Duties and Responsibilities

• Greet and assist customers during vehicle drop-off and pickup; ensure a professional front-office experience
• Answer and route calls; monitor voicemails and web/email inquiries; respond within service timeframes
• Schedule and confirm service appointments; send reminders and coordinate with the Service Manager on job flow
• Maintain a clean and organized lobby area and keep postings current (hours, notices, etc.)
• Monitor shared inboxes; acknowledge and resolve customer emails within the same business day
• Create, send, and follow up on estimates or quotes; convert approved quotes to work orders
• Provide status updates on repair progress, parts availability, and timelines
• Log customer issues and warranty claims; process RMAs and coordinate with vendors for returns
• Enter and update estimates, sales orders, invoices, and credits in NetSuite
• Prepare and reconcile daily transactions for counter sales, cash, and deposits
• Manage customer and vehicle records; ensure data integrity in NetSuite (clean up duplicates, update contacts)
• Run daily or weekly exception reports (open orders, unbilled time, backorders) and resolve discrepancies
• Call customers regarding past-due invoices; document follow-up actions in NetSuite
• Create and track purchase orders for office and parts supplies; receive goods and reconcile invoices with AP
• Support inventory accuracy through cycle counts, tracking slow-moving items, and assisting with adjustments
• Operate and maintain office equipment; manage mail and parcel processing
• Order and maintain office and breakroom supplies within budget guidelines
• Adhere to Summit's cash-handling, data privacy, and safety procedures
• Comply with Summit Truck Body's policies, procedures, and all state and federal regulations

Qualifications

• High school diploma or equivalent required
• Minimum 2 years of administrative, clerical, or customer service experience in a business environment (manufacturing, automotive, or service preferred)
• Strong attention to detail, follow-through, and organizational skills
• Excellent written and verbal communication; able to interact effectively with customers and internal teams
• Demonstrated reliability, professionalism, and integrity in all work practices
• Proficient in Microsoft Office (Word, Excel, Outlook); experience with ERP/CRM systems (NetSuite preferred)
• Comfortable working independently in a dynamic environment with shifting priorities
• • Demonstrated reliability, consistent attendance, and a strong sense of responsibility in prior positions.
• Must pass a drug test and criminal background check

Work Hours

Regular hours are Monday through Friday, 7:45 a.m. to 4:30 p.m. Flexibility may be required occasionally to support local management or operational needs.

Compensation & Benefits

• Compensation: $20 – $25 per hour, based on experience and qualifications.
• Benefits: Health, dental, and life insurance; paid vacation; 8 paid holidays; 401(k) plan with company match; and Employee Stock Ownership Plan (ESOP) participation

Summit Body & Equipment is an equal opportunity employer. Nothing in this job description restricts management's right to assign or reassign duties as needed. Employees must be able to perform the essential functions of the job with or without reasonable accommodation.

Job Type: Full-time

Pay: $ $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Application Question(s):

• Are you able to be onsite Monday-Friday 7:45 am - 4:30 pm consistently?

Experience:

• Administrative: 2 years (Required)

Ability to Commute:

• Portland, OR Required)

Work Location: In person