Administrative Assistant

Burckhardt Compression•Batavia, IL

27d•$50,000 - $80,000•Onsite

About The Position

Burckhardt Compression (US) Inc. is seeking a highly organized and detail-oriented Administrative Assistant to support its Service Operations team. This role involves providing administrative, operational, and financial support for field service, repair operations, invoicing, reporting, and customer service activities. The ideal candidate is proactive, customer-focused, and experienced in managing multiple priorities in a fast-paced industrial or service environment. This position serves as a key liaison between Operations, Finance, Project Management, Field Service personnel, vendors, and customers to ensure efficient workflows, accurate documentation, and exceptional customer support.

Requirements

High school diploma or equivalent required.
3-5 years of administrative, operations support, or office management experience.
Strong proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
Experience utilizing ERP and CRM systems such as Microsoft Dynamics 365, SAP, Sage, or similar platforms.
Strong reporting, documentation, and recordkeeping skills.
Exceptional attention to detail and organizational skills.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Strong written and verbal communication skills.
Professional customer service and stakeholder management abilities.
Strong problem-solving and decision-making skills.
Ability to work independently while collaborating effectively across teams.
Regular use of computers, phones, and standard office equipment.
Frequent sitting, standing, walking, and use of hands and arms.
Occasional lifting of up to 25 pounds.

Nice To Haves

Associate degree preferred.
Experience supporting field operations, industrial services, manufacturing, or similar environments preferred.
Experience with SAP Concur expense management preferred.
Ability to travel occasionally, including overnight travel as business needs require.

Responsibilities

Prepare and process spare parts, field service, and repair invoices, verifying pricing, labor, travel costs, and documentation for accuracy.
Obtain required approvals and distribute invoices to customers in a timely manner, maintaining invoicing records within CRM systems and shared repositories.
Ensure compliance with company billing procedures and customer requirements.
Create, maintain, and close repair work orders within CRM and ERP systems, monitoring repair activities and maintaining accurate status updates.
Establish and maintain repair documentation and asset records, coordinating with repair teams for timely completion and proper documentation.
Support financial reporting by ensuring timely and accurate submission of operational data.
Create and manage work orders in Microsoft Dynamics 365 Business Central for cost tracking and allocation, tracking project-related costs and communicating allocations.
Assist Finance with work order maintenance, monitoring, and closure activities.
Collaborate with field service personnel, repair teams, project managers, vendors, and Finance to support daily operations.
Review and maintain the quality and accuracy of customer-facing reports and documentation.
Collect and verify employee timesheets and enter data into company systems for payroll processing.
Prepare reports, spreadsheets, presentations, correspondence, and other business documents.
Generate weekly and monthly operational reports, including labor utilization and man-hour tracking.
Maintain organized departmental records, contracts, compliance documentation, and files.
Coordinate meetings, travel arrangements, field service itineraries, and contact lists.
Assist with SAP Concur expense reporting and related administrative processes.
Update customer, service, and project information within ERP and CRM platforms.
Support inventory, logistics, purchasing, and vendor communication activities.
Provide administrative support to Service Operations leadership and management teams.
Perform additional duties and special projects as assigned.