Administrative Assistant

U.S. Engineering; Kansas City (MO); On-site; USD 30,000 - 41,000; Full time

Job summary

U.S. Engineering seeks an Administrative Assistant – Service to support the Service Department. You will help organize records, coordinate training and travel, manage fleet documentation, and assist with accounts payable and customer communications.

Ideal candidates have a High School Diploma, strong MS Office skills, and the ability to work independently in a fast-paced environment across multiple regions. Some travel and events coordination are required.

Qualifications

• High school diploma or equivalent required.
• Experience in administrative, customer service, accounting, operations, or related fields preferred.
• Proficiency with Microsoft Office Suite and business software systems.

Responsibilities

• Provide cross-functional service support to Service leadership and field personnel.
• Maintain accurate Service Department records and documentation.
• Coordinate technician training, credentialing, and travel across regions.

Skills

Independent work

Attention to detail

Verbal communication

Written communication

Customer service

Multitasking

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

Fieldglass

Atlas

Nest

Job description

Do you believe no challenge is too complex to solve? You’ll fit right in at U.S. Engineering. We deliver award-winning mechanical contracting, construction, service, and maintenance solutions with a focus on performance and innovation. Our team of skilled and collaborative professionals drives every project from preconstruction through final testing, always aligned with our clients’ goals.

Administrative Assistant – Service

Provides essential administrative and operational support to the Service Department. This position helps ensure that information, documentation, training, fleet, financial, customer, and departmental activities are coordinated accurately and completed on time. The role works closely with Service leadership, field personnel, Human Resources, vendors, customers, and other internal partners and serves as a dependable resource for keeping daily Service operations organized and moving forward.

Principal Duties and Accountabilities:

• Cross-Functional Service Support
  • Serve as a flexible administrative resource to Service leadership, coordinators, technicians, project managers, Human Resources, vendors, customers, and other internal partners.
  • Provide backfill and additional administrative support when needed to maintain continuity of Service operations.
  • Demonstrate ownership, responsiveness, sound judgment, and consistent follow-through.
• Records, Documentation & Information Management
  • Maintain accurate, organized, and accessible Service Department records and documentation.
  • Support the management of technician training certificates, backflow testing documentation, manuals, reports, data, and other operational records.
  • Ensure information is updated and distributed appropriately and maintained in accordance with established processes.
• Training, Credentialing & Travel Coordination
  • Coordinate administrative activities related to technician training, credentialing, and business travel across Service regions.
  • Support badge administration, training registration, annual training coordination, and flight and hotel arrangements.
  • Partner with Human Resources and other internal teams to track required field-resource training and assist with follow-up to ensure assigned requirements are completed.
• Fleet & Vehicle Administration
  • Provide administrative coordination for Service fleet activities across all regions.
  • Support gas card and insurance card administration, new-vehicle processing, license-tag routing, vehicle repair and body-work follow-up, and K-tag management.
  • Maintain communication with repair facilities, vendors, and internal stakeholders to support timely resolution and accurate vehicle records.
• Accounts Payable & Customer Support
  • Support administrative activities that contribute to accurate and timely Service financial and customer processes.
  • Assist with purchase order corrections and vendor invoice inconsistencies and obtain additional information from vendors when needed.
  • Provide customers with routine documentation, including W-9s and Certificates of Insurance, and assist with new-customer due diligence such as D&B reporting.
• Events, Recognition & Department Support
  • Coordinate administrative details for Service Department meetings, employee events, recognition programs, and communications.
  • Support planning and execution of specialty events, Tech Appreciation, KSHE Week, the Service Holiday Party, Anniversary Awards, Safety Awards, and Safety Meetings, including scheduling, materials, food, venue arrangements, and communications.
• Job Scope
  • This position supports the administrative and operational needs of the Service organization across assigned regions.
  • The Administrative Assistant is expected to work independently within established procedures, maintain accurate records, communicate effectively, manage multiple priorities, and exercise sound judgment regarding routine matters.
  • The scope of the role may evolve as Service operations, systems, and organizational priorities change.

Management Responsibility

Individual Contributor – no subordinates.

Education

• High School Diploma or equivalent required.

Experience

• Administrative, customer service, accounting, operations, or related experience preferred.
• Experience with data entry, document management, scheduling, and general office administration preferred.
• Experience with Microsoft Office Suite and business software systems preferred.
• Experience supporting field service, construction, facilities, HVAC, or a similar operational environment preferred.

Knowledge, skills, and abilities

• Proven ability to work independently, prioritize effectively, and manage multiple administrative responsibilities in a fast-paced environment.
• Strong organizational skills with a high level of attention to accuracy and detail.
• Effective verbal and written communication skills with customers, technicians, vendors, staff, and management.
• Strong customer service skills and a professional, helpful approach when working with internal and external contacts.
• Ability to maintain accurate records, manage confidential information, and follow established processes.
• Proficiency with computer systems, Microsoft Office Suite, email, and other business software used to perform administrative duties.
• Ability to learn and effectively use operational systems and platforms such as Fieldglass, Atlas, Nest, and other Service Department systems.
• Strong follow-through and problem-solving skills, including the ability to obtain information from vendors or internal partners when needed.
• Ability to adapt to changing priorities and provide support across multiple Service Department functions.
• Commitment to professional growth and the development of new skills to support evolving operational and technological needs.

Physical and/or Travel Demands

• Some travel and/or early morning events will be required.
• This position is done in a typical office setting, mostly sitting at a desk. Frequent use of computer keyboard, monitor, and telephone. Some standing, bending, and lifting light files is required.
• May require occasional bending, stooping, and lifting of files, light office equipment, office supplies, or similar items.
• Ability to adapt to changing circumstances, handle multiple priorities, and remain composed under pressure.
• Proficiency in operating computer systems, software, and communication devices required for administrative operations, including data entry and handling various administrative tasks.
• Capacity to organize and process information accurately in a fast-paced and time-sensitive environment.
• Ability to quickly assess routine problems or issues, identify available options, and seek appropriate assistance or direction to maintain service quality and operational continuity.

Benefits and Compensation

• The range for this position has been established at $22-$30/hour and is U.S. Engineering good faith and reasonable estimate at the time of the posting. The compensation offered to the finalist selected for this role will be based on a variety of factors, including but not limited to internal equity, experience, education, specialty, and training.
• Your total compensation will go beyond the number on your paycheck. Team members are eligible for a year-end bonus based on company and/or individual performance as well as paid time off. An industry-leading benefits package, including health, dental, and vision plans, matching retirement contributions, and matching 529 contributions all add to your bottom line.

Candidates must be legally authorized to work in the United States on a full-time basis without requiring future sponsorship for employment visa status.

U.S. Engineering is an Equal Employment Opportunity Employer and shall provide equal employment opportunities to all people in all aspects of employer-employee relations, without regard to race, color, creed, national origin, religion, sex, age, sexual orientation, gender identity, disability or veteran status.

U.S.Engineering is compliant with the Drug Free Workplace Act, and all offers of employment are contingent upon the completion of a pre-employment drug screen.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities and job specifications required of employees so classified. U.S. Engineering reserves the right to revise as needed. The job description does not constitute a written or implied contract of employment.