Job Title: Service Administrative Assistant

Job Description

We are seeking a dedicated Service Administrative Assistant to join our team. The ideal candidate will manage various administrative tasks including dispatching technicians, responding to service calls, invoicing, and providing support to both internal and external customers. This role demands high attention to detail, excellent organizational skills, and the ability to handle multiple tasks efficiently.

ResponsibilitiesDispatch technicians for service calls when other dispatch members are unavailable.Respond to service calls from both external and internal customers.Verify work performed prior to invoicing and handle invoicing tasks.Investigate invoice questions from customers and manage credit card verification issues.Investigate labor posting questions and verify warranty information.Manage Work in Process (WIP) and provide relevant reports to technicians.Post labor time to jobs and approve vendor invoices for outside purchases.Post expense sheets and vacation requests, while maintaining vacation and sick leave records.Track hours worked and prepare final timesheets for payroll submission.Coordinate scheduled maintenance, handle installation preparation, and manage 90-day order tracks.Answer telephones and check night mail.Serve as a backup for other administrative team members as needed.Essential SkillsProficiency in Microsoft Office Suite, particularly Excel.Experience with administrative support, invoicing, payment processing, and dispatch.Strong coordination, billing, and customer service skills.Basic knowledge of invoicing and billing procedures.2-3 years of administrative experience, including email scheduling, data entry, and customer service follow-up.

Work Environment

The role involves working from 8 AM to 5 PM, Monday to Friday, with occasional overtime. Flexibility is required, and there is potential for a hybrid work schedule (two days a week from home) after the first six months in the office.

Pay and Benefits

The pay range for this position is $20.00 - $23.00/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 Frederick,MD.

Application Deadline

This position is anticipated to close on Feb 28, 2025.

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\n \n About Aston Carter:\n

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.

\n Diversity, Equity & Inclusion\n

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

\n Hiring diverse talent\n Maintaining an inclusive environment through persistent self-reflection\n Building a culture of care, engagement, and recognition with clear outcomes\n Ensuring growth opportunities for our people\n

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.

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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 astoncarteraccommodation@astoncarter.com for other accommodation options.

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