The Service Administration Specialist supports Service Department operations through accurate data management, customer account administration, financial processing, and controlled documentation maintenance. This role works with multiple databases and web platforms to ensure service-related information is current and accurate for internal users and customers.
The position is responsible for customer account management related to service financial obligations, departmental controlled documentation, and timely processing of data entry and account source documents. The Service Administration Specialist collaborates closely with Service leadership, internal teams, and customers to ensure operational efficiency, compliance, and customer satisfaction.
-
Perform Oracle ERP and web portal data entry, updates, and report generation.
-
Generate service-related reports to support budget forecasting and cost analysis.
-
Maintain accurate service information across databases and platforms.
-
Manage customer accounts including invoicing, payment processing, and reconciliation of discrepancies.
-
Monitor customer accounts for overdue payments and coordinate resolution with service team members.
-
Perform Accounts Payable/Accounts Receivable (AP/AR) functions supporting departmental financial obligations.
-
Apply daily cash receipts and reconcile overdue transactions, including chargebacks, reversals, and returned products.
-
Prepare and mail monthly account statements to service customers.
-
Conduct annual reviews of customer credit limits.
-
Assist management in monitoring department budgets, suppliers, customer invoices, and operational costs to identify cost-saving opportunities.
-
Support service areas with the review, approval, and monitoring of controlled documents.
-
Ensure document validity and timely review prior to expiration.
-
Maintain, update, revise, and track official service-related rules, forms, and internal documentation.
-
Maintain service-related statutory permits and certificates, including timely renewals.
-
Respond to internal and external customer inquiries regarding service billing and account matters.
-
Ensure all charges and credits are accurately processed and customer concerns are addressed promptly.
-
Maintain frequent communication with managers, supervisors, customers, and TNAM teammates to gather and disseminate information.
-
Complete daily, time-bound data entry priorities with accuracy and efficiency.
-
Perform miscellaneous duties as assigned.
Education
-
High School Diploma or equivalent required
-
Associate or Bachelor's degree in Business Administration, Accounting, Finance, or related field preferred
Experience
-
Minimum 3 years of relevant experience, including:
-
Accounts receivable and billing
-
ERP system experience (Oracle preferred)
-
Customer account management
-
Reporting and Microsoft Excel
-
Administrative coordination
Technical Skills
-
Strong Microsoft Excel skills (formulas, pivot tables, charts, data formatting)
-
Strong Microsoft Word skills (advanced formatting, professional drafting/editing, document layout)
-
Proficient with Outlook, PowerPoint, and Access
-
Comfortable working with PDFs, web portals, and electronic documentation
-
Oracle ERP experience preferred
Communication & Analytical Skills
-
Ability to write reports, business correspondence, and procedure manuals
-
Ability to present information clearly and respond to questions from managers, customers, and the public
-
Ability to apply mathematical concepts such as fractions, percentages, ratios, and proportions
-
Strong problem-solving skills with the ability to interpret written, oral, diagrammatic, and scheduled instructions
-
Ability to adjust focus
-
Ability to lift up to 25 pounds occasionally
-
Routinely required to sit; occasionally required to stand or walk
-
Work environment includes moderate noise levels
