Administrative Assistant

Burckhardt Compression AG.; Batavia (IL); On-site; USD 50,000 - 80,000; Full time

Job summary

Burckhardt Compression (US) Inc. is seeking an Administrative Assistant to support our Service Operations team with administrative, operational, and financial duties across invoicing, reporting, and customer service activities.

The role requires meticulous attention to detail, ability to manage multiple priorities, and strong communication within a fast-paced industrial/service environment. Primary office-based position with occasional travel; salary ranges from $50,000 to $80,000 depending on

Qualifications

• 3-5 years of administrative, operations support, or office management experience.
• Experience supporting field operations, industrial services, manufacturing, or similar environments preferred.
• Experience with SAP Concur expense management preferred.

Responsibilities

• Prepare and process invoices for parts, field service, and repair work with accuracy.
• Validate pricing, labor, travel costs and supporting documents; obtain approvals.
• Maintain invoicing records in CRM and ERP systems and support financial reporting.

Skills

MS Office

Time management

Communication

Tools

Microsoft Dynamics 365

SAP Concur

CRM systems

Job description

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Burckhardt Compression (US) Inc. is seeking a highly organized and detail-oriented Administrative Assistant to support our Service Operations team. In this role, you will provide administrative, operational, and financial support across field service, repair operations, invoicing, reporting, and customer service activities.

The ideal candidate is proactive, customer-focused, and experienced in managing multiple priorities within a fast-paced industrial or service environment. You will serve as a key liaison between Operations, Finance, Project Management, Field Service personnel, vendors, and customers to ensure efficient workflows, accurate documentation, and exceptional customer support.

Key Responsibilities

Invoicing & Billing Administration

• Prepare and process spare parts, field service, and repair invoices.
• Verify pricing, labor charges, travel costs, and supporting documentation for accuracy.
• Obtain required approvals and distribute invoices to customers in a timely manner.
• Maintain invoicing records and supporting documents within CRM systems and shared repositories.
• Ensure compliance with company billing procedures and customer requirements.
• Create, maintain, and close repair work orders within CRM and ERP systems.
• Monitor repair activities and maintain accurate status updates and shop tracking reports.
• Establish and maintain repair documentation and asset records.
• Coordinate with repair teams to ensure timely completion of repairs and proper documentation.
• Support financial reporting activities by ensuring timely and accurate submission of operational data.
• Create and manage work orders in Microsoft Dynamics 365 Business Central for cost tracking and allocation.
• Track project-related costs and communicate cost allocations to project teams.
• Assist Finance with work order maintenance, monitoring, and closure activities.

Operations & Administrative Support

• Collaborate with field service personnel, repair teams, project managers, vendors, and Finance to support daily operations.
• Review and maintain the quality and accuracy of customer-facing reports and documentation.
• Collect and verify employee timesheets and enter data into company systems for payroll processing.
• Prepare reports, spreadsheets, presentations, correspondence, and other business documents.
• Generate weekly and monthly operational reports, including labor utilization and man-hour tracking.
• Maintain organized departmental records, contracts, compliance documentation, and files.
• Coordinate meetings, travel arrangements, field service itineraries, and contact lists.
• Assist with SAP Concur expense reporting and related administrative processes.
• Update customer, service, and project information within ERP and CRM platforms.
• Support inventory, logistics, purchasing, and vendor communication activities.
• Provide administrative support to Service Operations leadership and management teams.
• Perform additional duties and special projects as assigned.

Qualifications

Education & Experience

• 3-5 years of administrative, operations support, or office management experience.
• Experience supporting field operations, industrial services, manufacturing, or similar environments preferred.
• Experience with SAP Concur expense management preferred.

Technical Skills

• Strong proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
• Experience utilizing ERP and CRM systems such as Microsoft Dynamics 365, SAP, Sage, or similar platforms.
• Strong reporting, documentation, and recordkeeping skills.

Professional Skills

• Exceptional attention to detail and organizational skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Professional customer service and stakeholder management abilities.
• Strong problem-solving and decision‑making skills.
• Ability to work independently while collaborating effectively across teams.

Physical & Work Environment Requirements

• Primarily office‑based position in a professional indoor environment.
• Regular use of computers, phones, and standard office equipment.
• Frequent sitting, standing, walking, and use of hands and arms.
• Occasional lifting of up to 25 pounds.
• Ability to travel occasionally, including overnight travel as business needs require.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Success Measures

Success in this role will be evaluated through:

• Accuracy and timeliness of invoicing activities.
• Effective work order management and documentation.
• Accuracy of financial reporting and cost tracking.
• Payroll and timekeeping accuracy.
• Compliance with recordkeeping standards and procedures.
• Internal and external customer satisfaction.
• Achievement of established performance goals and objectives.

*The annual salary range for this position is $50,000 to $80,000, depending on qualifications, skills, experience, and geographic location.

Join Burckhardt Compression (US) Inc. and play a key role in supporting operational excellence, financial accuracy, and outstanding customer service across our Service Operations team.

Burckhardt Compression creates leading compression solutions for a sustainable energy future and the long-term success of its customers. The Group is the only global manufacturer that covers a full range of reciprocating compressor technologies and services. Since 1844, its passionate, customer-oriented and solution-driven workforce has set the benchmark in the gas compression industry.