Service Administrative Assistant

Aston Carter•Mokena, IL

5d•$27 - $31•Onsite

About The Position

The Service Administrative Assistant provides comprehensive administrative and operational support to the Service Department. The role coordinates service-related activities, manages schedules and records, monitors open service requests, processes service billing, supports customer service interactions, and assists with events, meetings, and training programs. The position serves as a coordination point for field service technicians, customers, vendors, and internal departments to help ensure efficient service operations. This is a contract position based fully onsite in Mokena, Illinois. The stated pay range is $27.00–$31.00 per hour. Individual compensation depends on factors including qualifications, relevant experience, job knowledge, geographic location, and internal equity. If eligible, benefits for this temporary role may include medical, dental, and vision coverage; critical illness, accident, and hospital coverage; a 401(k) retirement plan with pre-tax and Roth contributions; voluntary life and AD&D insurance; short- and long-term disability; a Health Spending Account; transportation benefits; an Employee Assistance Program; and time off or leave such as PTO, vacation, or sick leave. Eligibility and terms may vary.

Requirements

Strong administrative and organizational skills, including the ability to coordinate service visits, manage calendars, and track open service requests.
Proficiency with Microsoft Office and other business software systems used for scheduling, documentation, and reporting.
Ability to manage multiple priorities and changing workloads while maintaining accuracy.
Strong organizational and time management skills to meet deadlines in a fast-paced environment.
Attention to detail and follow-through in billing, documentation, and record-keeping.
Effective verbal, telephone, and written communication skills for interacting with customers, technicians, vendors, and internal departments.
Comfort with data entry and maintaining accurate records and service logs.
Ability to support customer inquiries and provide professional customer service.
Experience with billing and invoicing processes, including labor, travel, parts, and expense reports.
Ability to work independently and as part of a team, collaborating across departments.
Ability to develop and maintain professional relationships with customers, vendors, and internal stakeholders.

Nice To Haves

Experience in administrative assistance or office administration in a service-oriented environment.
Experience in scheduling, service coordination, or service management support.
Familiarity with reporting services and maintaining service documentation and logs.
Experience processing invoices, expense reports, and other financial documentation.
Comfort supporting event coordination, including meetings, training programs, open houses, and trade show activities.
A strong customer service mindset and interest in continuous improvement of service processes.

Responsibilities

Maintain the Service Department calendar and schedule service visits in an organized and timely manner.
Enter service calls into the system and create, update, and track service-related tasks.
Monitor open service requests, follow up in a timely manner, and communicate status updates as needed.
Coordinate technician schedules to optimize coverage and support customer needs.
Maintain the service log and track service appointments from scheduling through completion.
Download, archive, and organize service reports and related documentation.
Prepare accurate and complete billing for field service jobs, including labor, travel expenses, and parts.
Collaborate with Accounting to support timely and accurate invoicing for service work.
Review and process technician expense reports, ensuring compliance with policies and proper documentation.
Process service documentation, notices, reports, and invoices.
Coordinate customer events, meetings, training programs, open houses, and trade show activities.
Handle incoming calls and customer inquiries and provide professional, responsive customer service.
Maintain accurate service records and documentation in accordance with established procedures.
Identify opportunities to enhance processes and support continuous improvement initiatives within the Service Department.
Provide general administrative support to service management and field technicians as needed.