Service Department Administrative Assistant
What We Offer:
- $18.50 per hour
- First Shift schedule: Monday–Friday, 7:00 AM – 4:00 PM
- Temp-to-hire opportunity
- On-site position in Douglasville, GA (no remote option)
- Professional office environment within a manufacturing facility
- Team-oriented and collaborative workplace
- High school diploma or equivalent required; Associate’s degree in Business Administration or related field preferred
- 2+ years of administrative experience (manufacturing, construction, HVAC, or industrial environment preferred)
- Experience supporting operations, production, sales, or service departments preferred
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
- Strong Excel skills (data entry, spreadsheets, basic formulas)
- Experience with data entry, purchase orders (POs), invoicing, and vendor documentation
- Familiarity with HVAC products, terminology, and manufacturing processes is a plus
- Strong organizational, multitasking, and time-management skills
- Excellent written and verbal communication skills
- Customer service mindset with strong problem-solving abilities
- Ability to maintain confidentiality and handle sensitive information
- Ability to sit for extended periods and occasionally lift up to 20–25 pounds
Scheduling & Coordination
- Schedule service startups, riggings, site visits, and service calls
- Coordinate service-related travel, including flights, rental cars, and lodging
- Schedule and manage Service Back Charge meetings, including compiling reports and hosting virtual meetings
- Provide receptionist coverage as needed
- Maintain compliance with company travel policies
- Collect and maintain technicians’ documentation, including driver’s licenses
- Process technician expense reports and timesheets
- Request per diem checks for traveling technicians
- Serve as the primary point of contact for incoming service and technical support calls and route messages appropriately
- Generate Purchase Orders (POs) and Not-to-Exceed (NTE) numbers
- Process and code invoices related to service activities
- Support parts sales operations when needed
- Scan, rename, and electronically file service invoices
- Transfer service information from startup reports into internal systems
- Distribute and track service truck keys, job box keys, cable lock keys, and service credit cards
- Document issuance dates, users, and usage details
- Create training manuals and technician certification documents
- Distribute manuals and maintain up-to-date service documentation
- Retrieve and archive historical service files
- Take detailed notes during service department meetings
- Coordinate shipment of parts, including preparing bills of lading and arranging UPS shipments
- Order parts for pickup and send service-related materials as required
- Program controllers and cutouts prior to shipment
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