Service Advisor

About the Position

Helmut’s Marine Service is an Authorized Volvo Penta Power Center for CA, HI, AZ, NM, NV, UT, and Guam. We strive to provide the highest level of service and factory support to Volvo Penta leisure and commercial customers. Our family-owned and operated company offers secure, non-seasonal work. We invest in our employees and offer on-the-job training as well as continuous factory training to allow our employees to grow professionally. Individual advancement is based on job performance efficiency and training qualifications.
The service advisor supports the service manager with various administrative, clerical, and management tasks inside and outside the service office. They should have strong computer and organizational skills and should be comfortable working outdoors when needed; it is not unusual to find yourself climbing into and out of boats to gather engine information or interfacing with technicians out in the yard multiple times on any given day. A familiarity with boating terminology and practices is a major advantage for any candidate.
The cornerstones of the position are communication and collaboration. You will work with the other office staff, technicians, parts personnel, vendors, and our customers to ensure that projects are delivered on time and within budget. In a fast-paced environment where your focus is constantly shifting, and you have to reprioritize, your written and oral communication skills will be vital to your success.
Ideal candidates for this position will have knowledge of boating, experience in service advising, and familiarity with forklift operations. These skills will provide a significant advantage and help you excel from the start.

Essential Functions

 

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed above are representative of the knowledge, skills, and/or abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions listed below.
  • Effectively handle multiple priorities, organize workload, and meet deadlines
  • Schedule appointments using the phone and computer, and ensure appointment preparedness by pulling parts
  • Greet customers and take possession of boats. Assist with bringing vessels into the yard and/or secure vessels at the dock and ensure they are connected to shore power. Forklift experience is a plus!
  • Cashiers and assists customers getting boats off the dock or assist bringing a vessel out onto the street.
  • Send and organize service agreements and service contracts.
  • Check in vessel and obtain all needed information for service work.
  • Check serial numbers for open quality campaigns and add them to repair orders.
  • Assist service manager in documenting approvals and updating customer, as necessary.
  • Check technician time clocks and keep track of billable efficiency.
  • Climb in boats using a ladder or walk docks to check in/out boats, obtain needed customer and job information.
  • Accurately record project notes and approvals in the Dealer Management System. Attention to detail here is critical.
  • Take appointments and manage the schedule.
  • Scan and file completed work orders and authorizations.
  • Route technical questions to the appropriate person.
  • Occasionally drive a company provided car to deliver parts or tools to technicians on a service call.
  • Schedule sublet work and ensure proper paperwork is on file.
  • Enter service protocols in Volvo Penta database.
  • Do monthly follow-up phone calls to customers.
  • Send thank you notes.

 

Competencies

 

  • Willingness to learn new systems and technologies.
  • Extremely organized and able to multi-task and re-prioritize projects.
  • Exception activities and maintaining an organized workload to meet deadlines
  • Proven ability to communicate effectively with her/his team and peers across the organization.
  • Established ability to be self-directed and work independently on a task
  • Excellent oral and written communication skills as well as the ability to follow complex instructions required

 

Supervisory Responsibility

This position has no direct supervisory responsibilities but does assist in scheduling for the service department.

 

Work Environment

This job operates in a retail store and a repair shop business environment. It routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles, moving technical parts, and vibration. The noise level in the work environment can be loud.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk and listen. This position is regularly active and requires standing, walking, bending, kneeling, stooping, crouching, crawling, and climbing ladders throughout the day. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Position Type/Expected Hours of Work

This is a full-time position, and hours of work and days are Monday through Friday, 8:00 a.m. to 5:00 p.m., with overtime occasionally required.

Travel

Occasionally traveling in a company provided vehicle to deliver parts or tools to a technician or vendor working remotely in the bay area.

Required Education and Experience

  • Competent in Microsoft Word, Excel, and Outlook
  • Ability to read and write English, follow verbal instructions, and use simple math.

 

Preferred Education and Experience

  • Has experience using Lightspeed or other business management software
  • Volvo Penta Certifications
  • Marine background
  • Service office experience
  • Forklift certified or Forklift driving experience
  • A valid driver’s license and a clean driving record.

 

Other Duties

The preceding functions have provided examples of the types of work performed by employees assigned to this job classification. Management reserves the right to add, modify, changes, or rescind work assignments and to make reasonable accommodations as needed.

 

 

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