Administrative Assistant

Administrative Assistant – Service

Do you believe no challenge is too complex to solve? You'll fit right in at U.S. Engineering. We deliver award-winning mechanical contracting, construction, service, and maintenance solutions with a focus on performance and innovation. Our team of skilled and collaborative professionals drives every project from preconstruction through final testing, always aligned with our clients' goals.

Provides essential administrative and operational support to the Service Department. This position helps ensure that information, documentation, training, fleet, financial, customer, and departmental activities are coordinated accurately and completed on time. The role works closely with Service leadership, field personnel, Human Resources, vendors, customers, and other internal partners and serves as a dependable resource for keeping daily Service operations organized and moving forward.

Principal Duties and Accountabilities:

• Cross-Functional Service Support
  • Serve as a flexible administrative resource to Service leadership, coordinators, technicians, project managers, Human Resources, vendors, customers, and other internal partners.
  • Provide backfill and additional administrative support when needed to maintain continuity of Service operations.
  • Demonstrate ownership, responsiveness, sound judgment, and consistent follow-through.
• Records, Documentation & Information Management
  • Maintain accurate, organized, and accessible Service Department records and documentation.
  • Support the management of technician training certificates, backflow testing documentation, manuals, reports, data, and other operational records.
  • Ensure information is updated and distributed appropriately and maintained in accordance with established processes.
• Training, Credentialing & Travel Coordination
  • Coordinate administrative activities related to technician training, credentialing, and business travel across Service regions.
  • Support badge administration, training registration, annual training coordination, and flight and hotel arrangements.
  • Partner with Human Resources and other internal teams to track required field-resource training and assist with follow-up to ensure assigned requirements are completed.
• Fleet & Vehicle Administration
  • Provide administrative coordination for Service fleet activities across all regions.
  • Support gas card and insurance card administration, new-vehicle processing, license-tag routing, vehicle repair and body-work follow-up, and K-tag management.
  • Maintain communication with repair facilities, vendors, and internal stakeholders to support timely resolution and accurate vehicle records.
• Accounts Payable & Customer Support
  • Support administrative activities that contribute to accurate and timely Service financial and customer processes.
  • Assist with purchase order corrections and vendor invoice inconsistencies and obtain additional information from vendors when needed.
  • Provide customers with routine documentation, including W-9s and Certificates of Insurance, and assist with new-customer due diligence such as D&B reporting.
• Events, Recognition & Department Support
  • Coordinate administrative details for Service Department meetings, employee events, recognition programs, and communications.
  • Support planning and execution of specialty events, Tech Appreciation, KSHE Week, the Service Holiday Party, Anniversary Awards, Safety Awards, and Safety Meetings, including scheduling, materials, food, venue arrangements, and communications.
• Job Scope
  • This position supports the administrative and operational needs of the Service organization across assigned regions.
  • The Administrative Assistant is expected to work independently within established procedures, maintain accurate records, communicate effectively,…