Service Administrative Assistant, Worksite Solutions

Western States Careers•Meridian, ID

About The Position

The Service Administrative Assistant serves as a point of contact among the Technology Support Manager, Field Service Supervisor, technicians, and clients, helping coordinate service repairs and maintain accurate, efficient communication. The role welcomes clients, responds to inbound calls, manages service calls from inquiry through invoicing, and handles service-call documentation, vendor invoices, payments, reporting, and complex billing processes. It also supports SITECH inventory, shipping and receiving, product staging, and coordination of repair and installation progress. The position is safety-sensitive and requires adherence to applicable safety policies and standards.

Requirements

High school diploma or General Education Degree (GED).
At least two years of comparable office experience.
At least one year of customer service experience.
Ability to speak, read, comprehend, and write in English.
Proficiency with Microsoft computer products or comparable systems.
Ability to independently comprehend, capture, and interpret customer and equipment information.
Ability to learn and use new computer systems.
Strong verbal communication and customer relationship skills.
Ability to manage complex details accurately and according to schedule.
Ability to develop and maintain effective working relationships.
Consistent attendance.
Ability to meet applicable safety requirements.

Nice To Haves

Knowledge of heavy equipment and/or diesel truck repair.

Responsibilities

Serve as a point of contact among the Technology Support Manager, Field Service Supervisor, technicians, and clients to streamline repair communications.
Greet clients in the store and respond to inbound calls in a timely manner.
Manage service calls from inquiry through invoice, including opening calls, adding segments, resolving discrepancies, and closing calls.
Coordinate with the SITECH Sales Admin/Coordinator to understand customer orders and timelines.
Review service calls for completeness before invoicing.
Process complex service calls, including three-way splits, discounts, and warranty work.
Review and account for vendor invoices for payment, and post them on service calls.
Process payments.
Generate daily service-call reports to assist with work-order last-date-of-labor management.
Advocate for safety and comply with applicable safety policies, procedures, and standards.
May complete training and support SITECH and Western States strategic programs, projects, and initiatives.
Process items for shipment to other stores and receive items for technician cataloguing.
Assist with maintaining SITECH parts and equipment inventory.
Stage installation items and organize products for customer pickup.
Work with the Field Service Supervisor to coordinate and update repair and installation progress in Monday.com.
Perform other duties as assigned.