Maintenance Assistant

Administrative Support Specialist

Industry: Fleet Management

Location (city, state): Itasca, IL

Assignment Type: Direct Hire

Pay: $50,000–$60,000/ year, hourly role

Work Schedule: Monday–Friday, 8:00 a.m.–5:00 p.m.

Benefits: This position is eligible for medical, dental, vision, and 401(k).

About The Company:

Our client operates in the fleet management and automotive services industry, supporting vehicle maintenance operations and coordinating service activities between customers, repair facilities, and internal teams. The organization values efficiency, responsive customer service, and accurate administrative processes.

Job Description:

We are seeking a detail-oriented and customer-focused Administrative Support Specialist to assist with daily maintenance service operations. This position plays an important role in coordinating communications, resolving billing discrepancies, maintaining records, and tracking service requests to ensure timely completion.

The ideal candidate is organized, comfortable handling frequent phone calls, and able to balance multiple responsibilities in a fast-paced office environment. This is an excellent opportunity for someone with administrative or customer service experience who enjoys problem-solving and working with a variety of internal and external contacts.

Key Responsibilities:

• Review billing documentation and invoices for accuracy, research discrepancies, and coordinate follow-up to resolve outstanding items.
• Respond to phone calls and inquiries regarding vehicle repairs, service scheduling, and maintenance updates, directing more complex matters to the appropriate team member.
• Monitor customer requests and service tickets, maintain detailed notes, and follow up to ensure issues are addressed promptly.
• Communicate with repair facilities regarding service progress, parts availability, repair timelines, and vendor participation.
• Enter purchase orders and maintenance-related information into internal systems while ensuring records are complete and accurate.
• Maintain organized files, assist with departmental reporting, distribute incoming mail, and provide general administrative support.
• Track outstanding assignments and prioritize daily tasks to help prevent delays and maintain an efficient workflow.
• Communicate professionally with customers, vendors, and colleagues while providing responsive service and support.

Qualifications:

• 1–3 years of experience in administrative support, customer service, billing, or a similar office-based role.
• High school diploma or equivalent required; an associate degree or additional coursework is preferred.
• Proficiency in Microsoft Office and the ability to learn new software systems quickly.
• Experience with CRM platforms, billing systems, or fleet management software is beneficial.
• Strong attention to detail and the ability to maintain accurate records.
• Excellent verbal and written communication skills.
• Comfortable handling frequent incoming and outgoing phone calls.
• Ability to organize competing priorities, work independently, and follow tasks through to completion.
• Strong customer service skills, sound judgment, and a proactive approach to resolving issues.
• Experience in automotive services, fleet management, or insurance is a plus but not required.

Additional Details:

• This is a fully onsite position; direct hire and process is moving fast.
• The role offers a blend of administrative responsibilities, customer communications, billing support, and vendor coordination.
• The successful candidate will work with multiple teams and external contacts throughout the day.
• Candidates should be comfortable working in a phone-intensive environment and managing time-sensitive requests.
• The anticipated start date is within approximately two weeks of the hiring decision.
• The interview process includes two to three onsite meetings with members of the leadership team.

Perks:

• Tenured organization, friendly work environment, growth focused company.
• Opportunity to build experience across administrative operations, customer service, billing, and vendor relations.
• Potential for professional development within an established operational team

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.