Service Administrative Assistant

Job Title:

Service Administrative Assistant

Job Description

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.

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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,…