Service Administrator/Field Dispatcher
Dynamic Equipment is seeking an experienced, motivated, and customer-focused Heavy Equipment Service Writer/Administrator to join our growing Service Department. This position will be responsible for working directly with customers, technicians, and management to ensure a smooth and efficient service experience from initial check-in through completion of the repair.
What We Are Looking For
The ideal candidate understands that a great Service Writer/Administrator serves as the vital link between the customer and the Service Department. Success in this role requires strong computer proficiency, including the ability to quickly learn and effectively utilize multiple dealership and business software systems. The successful candidate will communicate clearly, stay organized, understand equipment repairs, and keep customers informed throughout every stage of the service process. Experience in the heavy equipment industry and bilingual English/Spanish proficiency are highly valued, as they enhance the ability to serve our diverse customer base.
What You’ll Do - Key Responsibilities
- Greet customers and accurately identify their service, maintenance, and repair needs.
- Write detailed repair orders and document customer concerns.
- Communicate effectively with customers regarding repairs, estimates, parts, and completion times.
- Work closely with technicians to understand and communicate equipment issues.
- Prepare estimates, obtain customer approvals, and provide regular repair updates.
- Coordinate equipment inspections, troubleshooting, maintenance, and repairs.
- Review technician recommendations and ensure all necessary work is properly documented.
- Monitor open repair orders and follow up to keep jobs moving efficiently.
- Assist with warranty claims and documentation when required.
- Maintain accurate customer, equipment, and repair information in dealership systems.
- Utilize computer systems and service software efficiently for estimates, work orders, parts, and customer communication.
- Maintain a high level of customer satisfaction and professionalism.
- Assist with the coordination and movement of equipment when necessary.
Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
What You'll Bring To The Table
- Professional, positive, and customer-service-oriented "can-do" attitude.
- Greet customers and accurately identify their service, maintenance, and repair needs.
- Write detailed repair orders, document customer concerns, and maintain accurate customer, equipment, and repair records within dealership systems.
- Coordinate equipment inspections, troubleshooting, maintenance, and repair activities.
- Work closely with technicians to understand equipment issues, review repair recommendations, and ensure all necessary work is properly documented.
- Prepare estimates, obtain customer approvals, and communicate repair recommendations, parts availability, costs, and completion timelines.
- Provide regular updates throughout the repair process while maintaining a high level of customer satisfaction and professionalism.
- Monitor open repair orders and proactively follow up to keep jobs progressing efficiently.
- Utilize computer systems and service software effectively for estimates, work orders, parts inquiries, billing and customer communication.
- Maintain a high level of customer satisfaction and professionalism.
- Assist with warranty claims and documentation when required.
- Assist with the coordination and movement of equipment when necessary.
Qualifications
- Minimum education: High School diploma or equivalent required.
- Three to five years’ experience as a Service Writer, Service Advisor, or similar role; heavy equipment/construction equipment industry preferred.
- Strong knowledge of heavy equipment, construction equipment, or diesel-powered machinery.
- Bilingual proficiency in both English and Spanish required.
- Strong computer proficiency and technological adaptability to quickly learn and effectively utilize multiple software systems.
- Experience with Modern and IntelliDealer is a plus.
- Ability to read and interpret service reports and clearly communicate technical information effectively in written, oral, diagrammatic, or schedule formats.
- Strong organizational, time-management and multi-tasking skills.
- Excellent written and verbal communication skills.
- Ability to work effectively with technicians, customers, parts personnel, and management.
- Ability to safely operate heavy equipment is required.
- Valid driver's license with a satisfactory driving record.
Note:
General overview: The essential duties provides a general overview of the role's function and is not intended to be an exhaustive list of all responsibilities.
Role Adaptability: Job functions and activities may be modified or expanded at any time, with or without notice, to align with shifting business needs.
Inclusive Support: We provide reasonable accommodations to enable qualified individuals with disabilities to perform the essential functions of the position.
Affirmative Action/EEO statement
Dynamic is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Successful candidate must consent to a drug test and pass a background check upon accepting this position and prior to their start date.
Physical demands
- Able to occasionally lift and/or move up to 50 pounds
- Prolonged periods of sitting at a desk, working on a computer and telephone.
- Must be willing and able to work outside on occasion with walking, bending, squatting, crouching, and reaching as required
Why Join Our Dynamic Team?
We are building a high-performance team that values collaboration, hands-on leadership, and clear pathways for career advancement in the equipment industry. Dynamic Equipment offers a premier benefits package designed to support your health, wealth, and future --
- Competitive Compensation: Pay scales aligned directly with your expertise
- Comprehensive Health: Choice of three medical plans, plus dental, vision, and Hospital Stay (Indemnity) coverage
- Wellness & Care: 100% company-paid TeleHealth, Employee Assistance & Work-Life Balance Program and a complimentary Wellness Program—comprehensive support at your fingertips
- Financial Security: 100% company-paid Short-Term Disability, Life, and AD&D (Accidental, Death and Dismemberment) insurance. Voluntary Life Insurance add-on options available for you and your dependents
- Future-Focused: Immediate vesting on 401(k) and HSA—both featuring a generous company match
- Work-Life Balance: Paid holidays and PTO with up to 40 hours of annual rollover
- Field Ready: Company-provided uniforms plus annual tool and boot reimbursements for eligible roles
Ready to Take the Next Step?
If you are an experienced service professional who enjoys working with customers, technicians, and heavy equipment, we would like to hear from you.
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