Service Support Assistant III

Service Support Assistant III

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.

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, site vehicle tracking and supports the O&M Manager with various operational tasks.

• Provide administrative assistance to management, respond to daily emails, create and submit orders, maintain office supplies and take meeting minutes.
• Generate and manage payroll reports; track employee time related to overtime, certify and vet hours for approval by management before submission to payroll.
• Collaborate with subcontractors to ensure billing hours are correct and certify invoices received are accurate.
• Track, log and manage incoming and outgoing documents for the site.
• Schedule appointments and coordinate meetings.
• Prepare monthly reports for the customer and management team.
• Enter data into Industry Safe and Maximo CMMS.
• Perform GOAA badge, CBP seal and GOAA ground transportation coordinator tasks.
• Coordinate and process SIDA badge applications and renewal paperwork.
• Track site vehicle maintenance, including regulatory inspections, repairs and certifications.
• Assist the O&M manager with general tasks (generating reports, presentations, securing subcontractors, filing and organizing).
• Collaborate with the O&M manager and HR in onboarding new hires.
• Generate PO requests and set up new vendors.
• Work alongside the project buyer to purchase uniforms for employees.
• Collaborate with Finance 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 as determined by management to support O&M contract 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 proficiency with MS Office (Word, Excel, PowerPoint).
• Working knowledge of computers and equipment.
• Ability to pass a 10‑year background check required by TSA and airport authorities.
• Must be able to attain and sustain an Airport /CBP seal.

• Bilingual:
  Spanish and English speaker.
• Experience in airport or warehouse operations.
• Experience in conveyor services or material handling services.
• Strong client interface and professional presentation skills.
• Experience supporting operation and maintenance projects.
• File Maker Pro knowledge.

Employees must meet the physical demands described in order to perform essential functions. Duties include frequent exposure to the baggage handling system, mechanical parts and vibration. The noise level can be loud.

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

Other duties may be assigned at any time with or without notice. Reasonable accommodations may be provided for individuals with disabilities.