Service Administrative Assistant

Vermeer Midwest•Collinsville, IL

18h•Onsite

About The Position

Vermeer Midwest is seeking a detail-oriented and customer-focused Service Administrative Assistant to join their team in Collinsville. This role provides essential administrative support to the branch by managing accounts receivable activities, customer billing, record keeping, and daily office operations. The ideal candidate is organized, dependable, and able to thrive in a fast-paced environment while delivering excellent customer service and maintaining accurate financial and customer records.

Requirements

High school diploma or GED required.
At least one year of administrative experience preferred.
Experience with accounts receivable, invoicing, bookkeeping, or office administration is a plus.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Strong organizational skills with exceptional attention to detail.
Ability to prioritize tasks and manage multiple responsibilities effectively.
Ability to meet deadlines in a fast-paced environment.
Strong mathematical and data entry skills.
Proficiency with Microsoft Office applications and internet-based systems.
Ability to build and maintain positive working relationships with customers, team members, and business partners.

Responsibilities

Prepare, post, verify, and record customer payments and accounts receivable transactions.
Create and submit customer invoices according to company procedures.
Monitor customer accounts and assist with collections activities, including contacting customers regarding past-due balances.
Complete month-end closing procedures and maintain accurate financial records.
Maintain electronic equipment records and ensure all sales documentation is uploaded and properly filed.
Keep customer profiles up to date, including contact information, proof of insurance, sales tax forms, and exemption certificates.
Respond to customer billing inquiries by phone and provide professional customer service.
Process accounts payable and accounts receivable entries related to warranty credit invoices.
Close internal work orders and maintain supporting documentation.
Scan and attach completed preventative maintenance inspection sheets to work orders.
Answer incoming calls and direct inquiries to the appropriate team members.
Provide administrative support to branch operations as needed.