Administrative Associate- Service Office

Position Responsibilities

• Answer inbound customer service calls and relay service requests to the appropriate technician or dispatcher to ensure timely resolution.
• Receive and document customer service requests while maintaining accurate records and communication.
• Match work orders to corresponding invoices, ensuring all information is complete and accurate.
• Route invoices and supporting documentation to the appropriate departments for processing and approval.
• Scan, organize, and electronically file invoices and related documents within the company document management system.
• Collaborate with internal teams to address any customer concerns, special requests, and service-related needs.
• Communicate with customers to obtain purchase order numbers, approvals, and other documentation required for invoicing.
• Send customer invoices and supporting documentation in a timely and professional manner.
• Generate and distribute repair order invoices, including detailed descriptions of parts, labor rates, services performed, and customer information.
• Perform other duties as assigned.

Requirements

• A high school diploma or equivalent is required.
• Prior customer service, administrative, or office support experience is preferred.
• Proficiency in Microsoft Office applications and business management software systems is required.
• The ability to multi-task and thrive in a fast-paced environment is essential.
• A strong attention to detail is necessary.
• Strong customer service and organizational skills are required.
• Strong verbal and written communication skills with the ability to interact professionally and courteously are important.