Administrative Assistant

TaskVerse; United States; On-site; USD 40,000 - 70,000; Full time

Job summary

Dynamic Systems, Inc. is seeking a Service Administrator to provide administrative, scheduling, safety, and tracking support to the service department, maintain accurate records, process financial documents, monitor purchase orders, and review daily time entries and job notes. This full-time, non-exempt role is scheduled Monday through Friday, 7:00 a.m.

to 4:00 p.m., with occasional overtime. The successful candidate will collaborate with technicians, supervisors, and management, ensuring timely

Qualifications

• Two years of administrative experience are required.
• Experience with timekeeping, purchase orders, and job tracking preferred.
• Proficiency with Microsoft Excel and Outlook essential for data entry and reporting.

Responsibilities

• Manage and reconcile company credit card transactions and process employee reimbursements.
• Handle safety-related paperwork, including monthly inspections and toolbox talks, and maintain safety training logs.
• Track pending purchase orders and support their timely review and processing.
• Review, enter, and verify employee time entries and job notes for completeness and accuracy.
• Prepare monthly service-aging information and monitor vehicles, tools, and fuel usage.
• Maintain organized records and communicate updates to the service team.

Skills

Time management

Attention to detail

Communication

Organizational skills

Tools

Microsoft Excel

Outlook

Job description

About The Company

Dynamic Systems, Inc. supports service operations that depend on reliable coordination, accurate recordkeeping, and effective communication. The Service Administrator helps keep day-to-day administrative and operational processes organized, supporting technicians, supervisors, and management in a fast-paced service environment. This position is suited to a detail-oriented professional who takes ownership of routine tasks, follows through on outstanding items, and can adjust priorities as business needs change.

About The Role

The Service Administrator provides administrative, scheduling, safety, and tracking support to the service department. The role involves maintaining accurate records, processing financial documentation, monitoring purchase orders, and reviewing daily time entries and job notes. The successful candidate will be comfortable handling multiple responsibilities while protecting the accuracy and timeliness of information used by the service team.

This is a full-time, non-exempt position scheduled Monday through Friday during standard business hours, typically 7:00 a.m. to 4:00 p.m. Occasional overtime may be required depending on workload and operational priorities. The administrator works with employees across the service operation and should be prepared to communicate clearly, provide timely updates, and follow established processes.

Qualifications

Candidates should have at least two years of administrative experience and a track record of organizing information, meeting deadlines, and completing work accurately. Experience with timekeeping, purchase orders, and job tracking is strongly preferred. Proficiency with Microsoft applications, particularly Excel and Outlook, is required to support data entry, communication, and reporting tasks.

Strong organizational and time-management skills are important, as the role involves recurring responsibilities alongside requests that may arise throughout the workday. Candidates should demonstrate careful attention to detail, sound follow-through, and the ability to manage competing priorities. Clear, professional communication skills are essential when coordinating with technicians, supervisors, and management. The ability to handle routine administrative work independently while collaborating with the broader team will help the successful candidate contribute effectively.

Responsibilities

In this role, you will manage and reconcile company credit card transactions and process employee reimbursement requests in accordance with applicable procedures. You will handle safety-related paperwork, including monthly inspections and toolbox talks, and maintain current safety training logs. You will also track pending purchase orders and support their timely review and processing.

Daily responsibilities include reviewing, entering, and verifying employee time entries and job notes for completeness and accuracy. You will complete administrative tasks and reporting, prepare monthly service-aging information, and help monitor vehicles, tools, pre-task plans, and fuel usage. The administrator is expected to maintain organized records, follow up on open items, and communicate relevant information to the appropriate team members.

As service needs evolve, you will help coordinate administrative details and provide dependable support to service operations. This includes keeping information up to date, identifying missing or incomplete documentation, and escalating questions when additional review is needed. Consistent accuracy and timely follow-through are central to the position.

Benefits

Dynamic Systems, Inc. will share information about applicable compensation, benefits, and eligibility during the hiring process. The position offers a weekday schedule during standard business hours, with occasional overtime based on workload. Candidates are encouraged to discuss the complete benefits package and any role-specific employment details with the hiring team.

Equal Opportunity

Dynamic Systems, Inc. is committed to providing a fair and respectful hiring process. Employment decisions are based on job-related qualifications, skills, and business needs. Applicants should contact the company’s hiring team to request information about the application process or any available accommodations.