Administrative Assistant

U.S. Engineering•Kansas City, MO

27d•$22 - $30•Onsite

About The Position

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.

Requirements

High School Diploma or equivalent required.
Administrative, customer service, accounting, operations, or related experience preferred.
Experience with data entry, document management, scheduling, and general office administration preferred.
Experience with Microsoft Office Suite and business software systems preferred.
Experience supporting field service, construction, facilities, HVAC, or a similar operational environment preferred.
Proven ability to work independently, prioritize effectively, and manage multiple administrative responsibilities in a fast-paced environment.
Strong organizational skills with a high level of attention to accuracy and detail.
Effective verbal and written communication skills with customers, technicians, vendors, staff, and management.
Strong customer service skills and a professional, helpful approach when working with internal and external contacts.
Ability to maintain accurate records, manage confidential information, and follow established processes.
Proficiency with computer systems, Microsoft Office Suite, email, and other business software used to perform administrative duties.
Ability to learn and effectively use operational systems and platforms such as Fieldglass, Atlas, Nest, and other Service Department systems.
Strong follow-through and problem-solving skills, including the ability to obtain information from vendors or internal partners when needed.
Ability to adapt to changing priorities and provide support across multiple Service Department functions.
Commitment to professional growth and the development of new skills to support evolving operational and technological needs.
Some travel and/or early morning events will be required.
This position is done in a typical office setting, mostly sitting at a desk.
Frequent use of computer keyboard, monitor, and telephone.
Some standing, bending, and lifting light files is required.
May require occasional bending, stooping, and lifting of files, light office equipment, office supplies, or similar items.
Ability to adapt to changing circumstances, handle multiple priorities, and remain composed under pressure.
Proficiency in operating computer systems, software, and communication devices required for administrative operations, including data entry and handling various administrative tasks.
Capacity to organize and process information accurately in a fast-paced and time-sensitive environment.
Ability to quickly assess routine problems or issues, identify available options, and seek appropriate assistance or direction to maintain service quality and operational continuity.
Candidates must be legally authorized to work in the United States on a full-time basis without requiring future sponsorship for employment visa status.

Responsibilities

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.
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.
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.
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.
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.
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.