Service Manager Administrative Assistant

Cogent•Fenton, MO

2d•Hybrid

About The Position

Cogent, Inc., an employee-owned company, is seeking a highly organized and adaptable Service Manager Administrative Assistant to provide comprehensive administrative support to the Service Manager and the broader service team. The organization serves both industrial and municipal clients, specializing in the sales, service, and fabrication of pumps, rotating equipment, control systems, and custom assemblies, delivering both in-house and field services.

Requirements

High school diploma or equivalent required.
2+ years administrative experience in a service, technical, or industrial environment.
Familiarity with work order or service management systems.
Proficiency with Microsoft Office (Word, Excel, Outlook).
Excellent organizational, communication, and multitasking abilities.
Ability to work independently while coordinating across departments.
Comfortable working in both office and industrial shop settings.

Nice To Haves

Associate degree or vocational/technical background a plus.
Strong spreadsheet skills a plus.
Experience supporting teams working with pumps, motors, controls, or mechanical systems.
Knowledge of job costing or basic accounting principles.
Familiarity with industrial/MRO vendors and parts ordering processes.
Exposure to municipal bidding, invoicing, or service documentation requirements.

Responsibilities

Assist with preparation, service scheduling, tracking, and filing of service work orders, repair quotes, service reports, and customer documentation.
Support scheduling and dispatching field technicians and shop resources for service projects.
Communicate with customers regarding service scheduling, documentation, and follow-up.
Help track project progress, service metrics, and warranty claims.
Coordinate procurement and logistics for service materials, parts, and supplies.
Maintain organized digital and physical records for all service-related activities.
Support and assist with weekly technician timesheets and expense reports.
Support facilities maintenance tracking and coordination with internal stakeholders and vendors.
Help organize and maintain shared workspaces, inventory areas, and administrative supplies.
Assist with internal reporting, tracking job costing, and supporting safety compliance records.
Prepare internal communications, meeting agendas, and other documentation as needed.