Field Services Administrative Assistant

Job Description

Job Description

Description:

About Us: Signal Service is a growing manufacturing company in the traffic signal system industry headquartered in West Chester, PA, known for our commitment to quality, operational excellence, and a people-first culture. As we are expanding, we’re looking for a sharp, detail-oriented professional to join our Field Services team and help keep our operations running efficiently.

Position Summary: The Field Services Administrative Assistant provides administrative support for the Field Services Department by coordinating documentation, maintaining records, processing permits, supporting field technicians, and ensuring accurate job tracking. This position plays a key role in keeping maintenance contracts, preventive maintenance schedules, service calls, and installation projects organized and on schedule.

Essential Duties and Responsibilities

Maintenance Contracts

• Prepare maintenance contracts for mailing by organizing documents into folders and envelopes.
• Print mailing labels for municipalities and customers.
• Ensure contracts are accurately prepared and mailed in a timely manner.

Preventive Maintenance Administration

• Assist with preparing and typing preventive maintenance correspondence.
• Print address labels for municipalities.
• Assemble, stamp, and mail preventive maintenance letters.
• Print replacement permits for preventive maintenance visits as needed.

Permit Management

• Print PennDOT condition diagrams and permits.
• Process permit requests from field technicians throughout the day.
• Prepare permits for technician pickup and maintain organized permit files.

Service and Project Tracking

• Update Monday.com after work orders have been invoiced by marking jobs as billed and entering invoice dates.
• Log new sales orders into Monday.com using established workflow procedures.
• Maintain service records by entering work order numbers, third-party invoice information, and other required job details.
• Verify that all required project information is complete and accurate within Monday.com.

Project Preparation

• Prepare project folders and documentation for controller kits, cabinets, poles, Q-Free equipment, and quotations.
• Organize project paperwork to ensure jobs are ready for scheduling and execution.

Customer & Department Support

• Serve as backup telephone coverage by answering and directing incoming calls.
• Process Right-to-Know Requests in accordance with company procedures.
• Provide general administrative support to the Field Services Department.
• Assist field technicians and office staff by responding to administrative requests and supporting special projects as assigned.

Qualifications

• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Proficient in Microsoft Office applications.
• Experience using Monday.com or similar project management software preferred.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively with office staff and field technicians.

Physical Requirements

• Ability to sit, stand, and walk throughout the workday.
• Ability to lift and carry office materials weighing up to 25 pounds.
• Ability to operate standard office equipment, including computers, printers, copiers, and postage equipment.

Work Environment

This position is performed primarily in an office environment and requires frequent interaction with field technicians, project managers, customers, municipal representatives, and other departments to support daily field service operations.

Culture Matters

• The ideal candidate will have adaptable and energetic approach to growth,
• Be aligned with company culture of teamwork and Christian values
• Strive for continuous excellence in all they do
• Work with other team members to create an upbeat, and positively motivated work environment.

What We Offer

• Competitive salary and comprehensive benefits
• 401(k) with company match
• Supportive, team-focused work environment
• Plenty of room to grow

Education & Experience

• High school diploma or GED required.
• Associate degree in Business Administration, Office Administration, or a related field preferred, but not required.
• Two (2) or more years of administrative or office support experience preferred.
• Experience in a service, construction, manufacturing, utilities, or municipal environment is a plus.

Knowledge

• Working knowledge of Microsoft Office applications, including Word, Excel, and Outlook.
• Familiarity with project management software such as Monday.com or the ability to quickly learn new software.
• Basic understanding of office administrative procedures and document management.
• Ability to learn technical terminology related to traffic signal systems, permits, and field service operations.
• Basic knowledge of customer service principles and professional telephone etiquette.

Skills & Abilities

• Exceptional organizational and time management skills.
• Strong attention to detail with a high degree of accuracy.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Ability to work independently while collaborating effectively with field technicians and office staff.
• Proficiency in data entry and maintaining accurate records.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong problem-solving skills and a proactive approach to supporting departmental operations.