Service administrator

Essential Skills

• Minimum of 2+ years of experience in administrative roles.

• Proficiency in Salesforce and ERP systems.

• Strong written and oral communication skills.

• Solid knowledge and experience with MS Office Suite.

• Ability to define problems, collect and analyze data, establish facts, and draw valid conclusions.

Additional Skills & Qualifications

• Experience with Epicor is a plus.

• Proficiency in handling expense reports and billing.

• Office administrative experience.

• Minimum qualification: High School Diploma.

Job Description

The Service Administrative Assistant plays a crucial role in providing analysis, administration, and general support to the field service team. This position ensures efficient operations for the benefit of customers and Lifecycle Services. The assistant must balance customer service needs and operational efficiencies with a positive, proactive, detailed, and attentive manner, always following and supporting company procedures.

Responsibilities

• Manage Technical Service Payroll and Expense Submission by reviewing time and expenses for accuracy and adherence to policy.

• Ensure accurate and timely billing of service invoices, generating and processing service billing weekly.

• Monitor technician expenses and time to assure timely customer billing.

• Review and process time and expenses for non-technical service personnel deployed in the field.

• Provide analysis on discrepancies between service quotes, pre-paid service, and actual expenses.

• Report field service customer satisfaction metrics such as NPS, financial analysis, and tech utilization.

• Process credit memos, investigate reasons for their necessity, and recommend actions to prevent recurrence.

• Maintain and update customer account information.

• Act as a backup for departmental administrative functions including service job quoting and field service scheduling.

• Communicate with OEM partners and end customers visiting the facilities.

• Handle incoming phone calls following the call handling policy and script.

• Support and assist in the improvement of company policies and procedures.

• Log all customer interactions in the company CRM.

Work Environment

The role is based in a brand-new facility with state-of-the-art features. The company is experiencing consistent growth and invests in employee development and promotion from within. Monday through Friday 8am to 5pm (flexible with an earlier start time as well).

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 Wood Dale,IL.

Application Deadline

This position is anticipated to close on Sep 26, 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, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] (%[email protected]) for other accommodation options.