Service Support Assistant III

About Vanderlande

Vanderlande is a global leader in logistics process automation, specializing in automated material handling systems for airports, warehouses, and parcel operations. Our innovative solutions help move millions of products and pieces of luggage around the world every day. With a strong focus on technology, collaboration, and continuous improvement, we are committed to delivering reliable solutions for our customers while providing meaningful career opportunities for our employees.

The Service Support Assistant III supports daily site operations by managing office administration, documentation, scheduling, and reporting. The role oversees payroll and subcontractor time validation, processes compliance-related credentials such as GOAA and SIDA badges and maintains accurate data in systems like Industry Safe and Maximo. This position also assists with procurement, onboarding, billing coordination, and site vehicle tracking while supporting the O&M Manager with various operational tasks.

Overall, the coordinator ensures efficient, organized, and compliant operations across the O&M contract.

• General administration of site: provide administrative assistance to management, respond to daily emails, create, and submit orders and maintain office supplies; take meeting minutes
• Manage payroll reports; track employee time as related to overtime, certifying and vetting hours for approval by management before submittal to Payroll
• Collaborate with sub-contractors to ensure the billing hours are correct, while certifying invoices received are accurate
• Document management tracking, logging incoming and outgoing documents
• Manage and schedule appointments and coordinate meetings
• Prepare monthly reports for the customer and Management team
• Data entry on Industry Safe and Maximo CMMS
• Responsible for performing the GOAA Badge, CBP Seal GOAA Ground Transportation coordinator roles
• Coordinate and process SIDA badge applications and renewal paperwork
• Track site vehicle maintenance, including regulatory inspections, repairs, and certifications
• Assist the O&M Manager in general tasks, including but not limited to generating reports, presentations, securing subcontractors, filing, and organizing
• Collaborate with O&M Manager and Human Resources in onboarding new hires
• Generate PO requests and new vendor set‑up
• Work alongside the project buyer to purchase uniforms for employees
• Collaborate with the Finance department to ensure all billing is correct and submitted properly
• Plan holiday and employee engagement activities at the site
• Participate in a weekly team meeting
• All other duties determined by the management team in support of O&M contact and operations

• High School Diploma or GED certificate
• 2+ years of relevant Administrative or Office management experience in a high-energy office
• Experience with Payroll Administration and MS Office proficiency (Word, Excel, PowerPoint)
• Working knowledge of computers and equipment

• Ability to pass 10-year background checks to the extent required by TSA and airport authorities is required
• Must be able to attain and sustain an Airport /CBP Seal

• Bilingual, Spanish and English speaker
• Airport or Warehouse operations experience. Conveyor services or material handling services experience
• Strong client interface and professional presentation is preferred
• Experience in support of operation and maintenance projects
• File Maker Pro is a plus

An employee must meet the physical demands described here to perform the essential functions of this job successfully. While performing the duties of this job, the employee is frequently exposed to the baggage handling system, mechanical parts, and vibration. The noise level in the work environment and job sites can be loud.

Full-time position; 24/7 operation;
Monday-Friday. Overtime and weekend work are common.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Reasonable accommodations may enable individuals with disabilities to perform essential functions.