Service Administrative Assistant

Job Description

Job Description

Job Title: Service Administrative Assistant

Job Description

The Service Administrative Assistant provides comprehensive administrative and operational support to the Service Department. In this role, you coordinate service-related activities, manage schedules and records, oversee open service requests, process service billing, support customer service interactions, and assist with events, meetings, and training programs. You serve as a key point of coordination between field service technicians, customers, vendors, and internal departments to ensure smooth and efficient service operations.

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, ensure timely follow-up, and communicate status updates as needed.
• Coordinate technician schedules to optimize coverage and support customer needs.
• Maintain the service log and track the status of service appointments from scheduling through completion.
• Download, archive, and organize service reports and related documentation for easy retrieval.
• Prepare billing for field service jobs, including labor, travel expenses, and parts, ensuring accuracy and completeness.
• 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 to support efficient service operations.
• Coordinate customer events, meetings, training programs, open houses, and trade show activities.
• Handle incoming calls and customer inquiries, providing professional and responsive customer service.
• Maintain accurate service records and documentation in line with established procedures.
• Support continuous improvement initiatives within the Service Department by identifying opportunities to enhance processes.
• Provide general administrative support to service management and field technicians as needed.

Essential Skills

• Strong administrative and organizational skills, with 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.
• Demonstrated ability to manage multiple priorities and changing workloads while maintaining accuracy.
• Excellent organizational and time management skills to meet deadlines in a fast-paced environment.
• Strong 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 both independently and as part of a team, collaborating across departments.
• Capability to develop and maintain professional relationships with customers, vendors, and internal stakeholders.

Additional Skills & Qualifications

• 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.
• Strong customer service mindset with an interest in continuous improvement of service processes.

Work Environment

This role operates within a Service Department environment that supports field service technicians, customers, vendors, and internal departments. You will work closely with teams at a technical center, using Microsoft Office and other business software systems to manage scheduling, documentation, billing, and reporting. The environment is fast-paced and service-focused, offering exposure to customer service, operations, scheduling, billing, accounting coordination, and event support. Collaboration, clear communication, and attention to detail are central to success in this setting.

This is a Contract to Hire position based out of Mokena, IL.

The pay range for this position is $27.00 - $31.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

This is a Contract to Hire position based out of Mokena, IL.

This position is anticipated to close on Oct 20, 2026.

This is a fully onsite position in Mokena,IL.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.