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Service Administrator
Service AdministratorNihon Kohden Orange Med • Santa Ana, CA, US
Service Administrator

Service Administrator

Nihon Kohden Orange Med • Santa Ana, CA, US
[job_card.variable_days_ago]
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  • [job_card.full_time]
[job_card.job_description]

Job Description

Job Description

Job Purpose

The Service Administrator provides clerical and administrative support to the Technical Service Department to ensure efficient handling of customer service activities, documentation, and communication. This position assists with service request processing, recordkeeping, data entry, and departmental reporting to support the company’s after-sales service operations in compliance with medical device quality and regulatory standards.

Duties and Responsibilities

Administrative & Clerical Support

  • Perform daily administrative tasks including filing, data entry, document preparation, and correspondence.
  • Maintain and organize service records, repair logs, and customer files in accordance with quality system requirements (FDA, ISO 13485).
  • Assist in the preparation of service reports, forms, and department metrics.
  • Manage incoming emails and route requests appropriately and provide general information to customers and internal teams.
  • Assist with scheduling, training coordination, and departmental communications.
  • Help prepare materials and documentation for service training sessions or meetings.
  • Provide administrative support during internal and external audits.

Service Documentation & Tracking

  • Enter and track Return Material Authorizations (RMAs), service orders, and repair status updates.
  • Ensure all service and repair documentation is accurately maintained in the database.
  • Assist in compiling and distributing service performance data and customer feedback reports.
  • Support complaint documentation by gathering and organizing service-related information.

    • Shipping & Logistics Support

  • Prepare and process shipments for repaired products, parts, or loaner equipment.
  • Coordinate with warehouse or logistics personnel to ensure timely deliveries and returns.
  • Track incoming and outgoing service-related shipments and maintain shipment records.
  • Adheres to all company policies, procedures and business ethics codes.
  • Other duties as assigned.

    • Qualifications

    Education and Experience

  • High school diploma or equivalent required; Associate degree preferred.
  • 1–3 years of experience in an administrative, clerical, or customer service role—preferably in a medical device, manufacturing, or technical service environment.
  • Experience with ERP or CRM systems (e.g., SAP, Salesforce) is a plus.

    • Skills & Abilities

  • Strong organizational skills with attention to accuracy and detail.
  • Clear and professional verbal and written communication skills
  • Strong document control and record-keeping skills.
  • Dependable and accountable with a strong sense of ownership over assigned tasks.
  • Strong interpersonal skills for working cross-functionally with technical, quality, and operations teams
  • Proficient in Microsoft Office Suite (Excel, Word, Outlook, Teams).

    • Compensation

    The anticipated range for this position is $21.70 to $24.80 at an hourly rate. Actual placement within the range is dependent on multiple factors, including but not limited to skills, education, experience and location.

    Working conditions

  • The Service Administrator usually works in an office and manufacturing environment.
  • The Service Administrator works a standard work week but may be required to work some weekends and evenings to fulfill duties.

    • Physical requirements

  • Must be able to type using the keyboard of a computer.
  • Must be able to talk, listen and speak clearly on the telephone.
  • Must be able to lift and carry up to 30 lbs.
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