Service Administrator

Service Administrative Assistant

Qualifications: Minimum of a high school diploma. Two or more years of recent experience in service coordination with technicians, quoting, or related. Strong written and oral communication skills. Solid knowledge and experience with computer software, including MS Office Suite, CRM, and ERP systems. Ability to define problems, collect and analyze applicable data, establish facts, and draw valid conclusions. The ability to present valid conclusions to groups and in a presentation format is required.

Job Description: The service administrative assistant provides analysis, administration, and general support to the field service team to ensure efficient operations for the benefit of our customers and lifecycle services. This role requires balancing customer service needs with operational efficiencies in a proactive, detailed, and attentive manner. The service administrator must consistently follow and support company procedures and encourage others to do the same.

Responsibilities:

• Responsible for technical service payroll and expense submission: review and adjust technical service time submitted via the web portal for accuracy, and review technical service expenses for compliance with policies.
• Generate and process service billing weekly, ensuring timely submission of technician expenses and time for accurate customer billing.
• Review and process time and expenses for all non-technical service personnel deployed in the field.
• Analyze discrepancies between service quotes, pre-paid services, and actual job expenses.
• Report on field service customer satisfaction metrics, including NPS, financial analysis, and tech utilization, to support continuous improvement activities.
• Process credit memos, investigate the reasons behind them, and provide recommendations to management to prevent future occurrences.
• Maintain and update customer account information.
• Act as backup for departmental functions such as service job quoting, field service scheduling, parts portal maintenance, and reception duties.
• Communicate and meet with lifecycle services OEM partners and end customers visiting our facilities.
• Handle incoming phone calls according to the call handling policy and script.
• Support and assist in improving company policies and procedures.
• Ensure all customer interactions are logged in the company CRM.
• Perform any other duties required by the manager.

Work Environment: This role operates within an office environment with standard office equipment. The position may require occasional interaction with OEM partners and customers visiting the facilities, alongside managing phone communications. Dress code is business casual. Monday through Friday 8am to 5pm (with some flexibility).

Pay and Benefits: The pay range for this position is $26.00 - $30.00/hr. 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)

Workplace Type: This is a fully onsite position in Schaumburg, IL.

Application Deadline: This position is anticipated to close on Sep 12, 2025.

About Aston Carter: 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® double diamond 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, please email astoncarteraccommodation@astoncarter.com for other accommodation options.