Parts and Service Administrator

Keep the parts and service department organized, keep equipment moving, and make sure repairs and work orders are completed accurately and on time.

Essential Functions

• Daily Responsibilities

- Review all open work orders and equipment that is down.

- Prioritize repairs based on safety and upcoming rental needs.

- Order and receive parts.

- Track backordered parts and vendor repairs.

- Keep equipment status updated in the system.

- Communicate delays or issues to Service, Rental, and Operations.

- Make sure technicians have the parts and information they need.

• Work Orders

- Open a work order for every repair or service issue.

- Make sure equipment number, serial number, problem, parts, and labor are documented.

- Review technician notes before closing the work order.

- Make sure all parts, labor, vendor charges, and damage are properly billed.

- Close the work order only after the equipment is repaired, tested, and ready for the fleet.

• Parts

- Check inventory before ordering.

- Verify the correct part number and equipment information.

- Charge parts to the correct work order.

- Receive and organize parts when they arrive.

- Keep parts inventory accurate and organized.

• Vendors

- Get pricing and availability when needed.

- Track outside repairs and expected completion dates.

- Follow up on delayed or backordered parts.

- Verify vendor invoices against the correct work order.

• Equipment & Damage

- Document customer damage with pictures and notes.

- Make sure safety issues are addressed before equipment is released.

- Keep equipment status current:Down, Waiting on Parts, In Shop, Ready, or Available.

- Communicate equipment delays immediately.

• End of Day

- Review open work orders.

- Check parts and vendor updates.

- Update equipment status.

- Communicate any issues that could affect the next day's operations.

- Make sure completed work orders are properly documented.

• Key Expectations

- Stay organized.

- Communicate early.

- Keep work orders accurate.

- Follow up on parts and vendors.

- Keep equipment moving back into the fleet.

- Safety comes first.

- Other job tasks and functions as assigned.

Qualifications

Required Qualifications

• Strong organizational and time-management skills.
• Good communication and customer service skills.
• Basic computer skills and the ability to learn company software, including InTempo.
• Ability to manage parts inventory, purchase orders, and service documentation.
• Attention to detail when entering information and processing invoices.
• Ability to coordinate with technicians, vendors, drivers, and management.
• Ability to prioritize tasks and handle multiple responsibilities.
• Strong problem-solving skills and a willingness to ask questions when needed.

Preferred Qualifications

• Previous experience in equipment rental, parts, service administration, or a similar role.
• Knowledge of construction equipment and equipment parts.
• Experience with inventory management and work orders.
• Familiarity with purchase orders, vendor invoices, and equipment maintenance records.
• High school diploma or equivalent.

Additional Expectations

• Maintain accurate parts inventory and service records.
• Follow up on parts orders and outstanding repairs.
• Help keep the shop and service department organized.
• Communicate equipment issues and service updates to the appropriate team members.
• Provide support to technicians and help keep equipment repairs moving efficiently.

Why Join Paragon Pro Rentals?

• Competitive Compensation: Salary based on experience, ensuring your skills and expertise are rewarded.
• Growth Opportunities: Be part of a growing company where your reliability and skills can lead to career advancement.
• Supportive Environment: Work with a dedicated team that values safety, collaboration, and excellence.
• Outstanding Benefits: Enjoy a very competitive benefits package designed to support your health, wellness, and future -
  • Medical insurance
  • Dental insurance
  • Vision insurance
  • Short- or long-term disability insurance
  • Life insurance
  • Health savings accounts
  • Employee Assistance Program

About the Company
Paragon Pro Rentals is a premier independent equipment rental and sales company dedicated to serving the construction and industrial sectors. We offer an extensive selection of high-quality equipment, including aerial lifts, construction and industrial forklifts, material handling solutions, utility vehicles, earthmoving machinery, generators, and more, ensuring our clients have the reliable tools they need to excel on every project.

Paragon Pro Rentals is an Equal Opportunity Employer.