AdministratIve Assistant - Service

We are looking for a talented Administrative Assistant - Service to join our team specializing in Administrative Support in Pontoon Beach, IL.

The Service Administrative Assistant provides administrative and operational support to the service department, warehouse, technicians, and customers. This position is responsible for customer communication, scheduling support, workorder support, and maintaining accurate service records. The ideal candidate is organized, detail-oriented, customer-focused, and capable of managing multiple priorities in a repair/service environment.

In this role, you will make an impact in the following ways:

• Provides administrative support by conducting research, preparing statistical reports, and responding to routine to complex information requests.
• Gathers, compiles, and verifies data and accurately enters it into reports, presentations, forms, and office systems such as databases and spreadsheets.
• Completes data collection, data entry, and generates reports related to various departmental activities.
• Manages routine administrative tasks including preparing correspondence, scheduling meetings, arranging conference calls, and greeting visitors.
• Responds to internal and external inquiries regarding departmental processes, ensuring prompt and accurate communication.
• Prepares and submits payment documentation for vendors, suppliers, and third parties; processes entries in accounting systems and handles follow-up inquiries.
• Maintains departmental policies and procedures and ensures documentation is up to date.
• Participates in departmental improvement projects and serves as an informal resource to less experienced colleagues.
• Performs other administrative duties as needed in alignment with organizational and departmental procedures.

To be successful in this role you will need the following:

• Strong ability to prioritize tasks, manage competing deadlines, and maintain attention to detail in a fast-paced environment.
• Excellent verbal and written communication skills with a customer-focused mindset.
• Demonstrated experience with data entry, report generation, and office productivity tools (e.g., Microsoft Excel, PowerPoint, databases).
• Ability to handle sensitive information with professionalism and discretion.
• Strong organizational and problem-solving skills.
• Experience working cross-functionally with internal teams and external stakeholders.
• Ability to explain complex topics clearly to diverse audiences.
• Familiarity with payment processing and document tracking systems is a plus.
• Channel Readiness experience is a plus but not required—training will be provided for the right candidate.
  Education, Licenses, Certifications:
  High school diploma or certificate of completion of secondary education or equivalent experience to the extent such experience meets applicable regulations.
  This position may require licensing for compliance with export controls or sanctions regulations.
  Experience:
  Requires some work experience or intermediate level knowledge obtained through education, training or on-the-job experience.