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Description

Position Summary:

We are seeking a motivated and detail-oriented Service Administrative Assistant to join our team. The ideal candidate will play a vital role in supporting administrative operations by managing job tracking, coordinating purchase orders, and maintaining organized records. They will also assist with dispatching, payroll preparation, invoice processing, and various administrative tasks to ensure efficiency and accuracy across service workflows.

Key Responsibilities:

Job Tracking and Document Management

+ Track hours for jobs, create check sheets, e-file them, and maintain stocked copies.

+ File and organize incoming paperwork to ensure accessibility and consistency.

Purchase Order and Vendor Coordination:

+ Pull specific purchase orders as needed for operations and technicians.

+ Call vendors to request invoice copies and research purchase orders (POs).

Invoice Processing:

+ Process incoming invoices from technicians and accounting.

Administrative Assistance:

+ Backup dispatching and payroll processes as needed.

+ Prep materials and labor transfers.

+ Process approved vacation requests.

+ Customer and Technician Support:

+ Send warranty letters to customers.

+ Pull purchase orders for technicians and create work orders.

+ Order parts for technicians on spot numbers.

Logistics and Document Handling:

+ Check mailboxes, manage packing slips, and e-file them for tracking.

+ Send out gas receipts for technicians.

+ Enter new equipment data into company software (e.g., AS400).

+ Track warehouse refrigerant disbursements via spreadsheets and AS400.

Requirements

Qualifications:

+ Strong organizational and time management skills.

+ Proficiency in Excel and database management software (e.g., AS400).

+ Excellent attention to detail and ability to follow established systems for recordkeeping.

+ Communication skills to work with vendors, technicians, and accounting teams efficiently.

+ Experience with administrative payroll preparation or dispatching tasks is a plus.

+ Ability to multitask and prioritize workload effectively under deadlines.

Preferred Skills and Certifications:

+ Experience with Microsoft 365.

+ Familiarity with inventory/warehouse management procedures.

+ Certifications such as Certified Administrative Professional (CAP) are a plus.

TalentMatch®

Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.

All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

• 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking “Apply Now,” you’re agreeing to Robert Half’s Terms of Use (https://www.roberthalf.com/us/en/terms) .