Service Administrative Assistant

Job Description

Job Description

Service Administrative Assistant

???? Collinsville, IL
???? Full-Time

At Vermeer Midwest, we’re not your average equipment dealership. We’re a family-owned company built on strong values, hard work, and a team-first culture. Every day, our people roll up their sleeves and make a real impact—for each other, our customers, and our communities. If you're ready to be Equipped to Do More , we’d love to meet you.

Pay: $24-$26, based on experience

Day Shift
Monday to Friday

We are seeking a detail-oriented and customer-focused Service Administrative Assistant to join our team in Collinsville. In this role, you will provide essential administrative support to the branch by managing accounts receivable activities, customer billing, record keeping, and daily office operations. The ideal candidate is organized, dependable, and able to thrive in a fast-paced environment while delivering excellent customer service and maintaining accurate financial and customer records.

• Prepare, post, verify, and record customer payments and accounts receivable transactions.
• Create and submit customer invoices according to company procedures.
• Monitor customer accounts and assist with collections activities, including contacting customers regarding past-due balances.
• Complete month-end closing procedures and maintain accurate financial records.
• Maintain electronic equipment records and ensure all sales documentation is uploaded and properly filed.
• Keep customer profiles up to date, including contact information, proof of insurance, sales tax forms, and exemption certificates.
• Respond to customer billing inquiries by phone and provide professional customer service.
• Process accounts payable and accounts receivable entries related to warranty credit invoices.
• Close internal work orders and maintain supporting documentation.
• Scan and attach completed preventative maintenance inspection sheets to work orders.
• Answer incoming calls and direct inquiries to the appropriate team members.
• Provide administrative support to branch operations as needed.

• High school diploma or GED required.
• At least one year of administrative experience preferred.
• Experience with accounts receivable, invoicing, bookkeeping, or office administration is a plus.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to prioritize tasks and manage multiple responsibilities effectively.
• Ability to meet deadlines in a fast-paced environment.
• Strong mathematical and data entry skills.
• Proficiency with Microsoft Office applications and internet-based systems.
• Ability to build and maintain positive working relationships with customers, team members, and business partners.

• Minimal local travel may be required.

We offer a supportive environment that provides opportunities for growth and development. You’ll have the autonomy to take ownership of your work while working in a culture rooted in respect, collaboration, and doing what’s right—for our team members, our customers, and our communities.

• Health Coverage: Medical, dental, vision
• Financial Perks: 401(k), profit sharing
• Paid Time Off: Vacation, sick days, holidays
• Protection: Company-paid life, AD&D, and disability insurance

If you’re organized, detail-oriented, and ready to build your career with a company that values teamwork and customer service, we want to hear from you. Apply today to join our team!

Vermeer Midwest provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.