Service Administrative Assistant

Service Administrative Assistant

The Service Administrative Assistant provides comprehensive administrative and operational support to the Service Department. In this role, you coordinate service-related activities, manage schedules and records, oversee open service requests, process service billing, support customer service interactions, and assist with events, meetings, and training programs. You serve as a key point of coordination between field service technicians, customers, vendors, and internal departments to ensure smooth and efficient service operations.

Responsibilities

• Maintain the Service Department calendar and schedule service visits in an organized and timely manner.
• Enter service calls into the system and create, update, and track service-related tasks.
• Monitor open service requests, ensure timely follow-up, and communicate status updates as needed.
• Coordinate technician schedules to optimize coverage and support customer needs.
• Maintain the service log and track the status of service appointments from scheduling through completion.
• Download, archive, and organize service reports and related documentation for easy retrieval.
• Prepare billing for field service jobs, including labor, travel expenses, and parts, ensuring accuracy and completeness.
• Collaborate with Accounting to support timely and accurate invoicing for service work.
• Review and process technician expense reports, ensuring compliance with policies and proper documentation.
• Process service documentation, notices, reports, and invoices to support efficient service operations.
• Coordinate customer events, meetings, training programs, open houses, and trade show activities.
• Handle incoming calls and customer inquiries, providing professional and responsive customer service.
• Maintain accurate service records and documentation in line with established procedures.
• Support continuous improvement initiatives within the Service Department by identifying opportunities to enhance processes.
• Provide general administrative support to service management and field technicians as needed.

Essential Skills

• Strong administrative and organizational skills, with the ability to coordinate service visits, manage calendars, and track open service requests.
• Proficiency with Microsoft Office and other business software systems used for scheduling, documentation, and reporting.
• Demonstrated ability to manage multiple priorities and changing workloads while maintaining accuracy.
• Excellent organizational and time management skills to meet deadlines in a fast-paced environment.
• Strong attention to detail and follow-through in billing, documentation, and record-keeping.
• Effective verbal, telephone, and written communication skills for interacting with customers, technicians, vendors, and internal departments.
• Comfort with data entry and maintaining accurate records and service logs.
• Ability to support customer inquiries and provide professional customer service.
• Experience with billing and invoicing processes, including labor, travel, parts, and expense reports.
• Ability to work both independently and as part of a team, collaborating across departments.
• Capability to develop and maintain professional relationships with customers, vendors, and internal stakeholders.

Additional Skills & Qualifications

• Experience in administrative assistance or office administration in a service-oriented environment.
• Experience in scheduling, service coordination, or service management support.
• Familiarity with reporting services and maintaining service documentation and logs.
• Experience processing invoices, expense reports, and other financial documentation.
• Comfort supporting event coordination, including meetings, training programs, open houses, and trade show activities.
• Strong customer…