Administrative Assistant- Parts & Service Support

MAC Tech; Milwaukee (WI); On-site; USD 36,000 - 48,000; Full time

Job summary

Mac-Tech in Milwaukee, WI is seeking a full-time Administrative Assistant / Parts & Service Support to join our on-site team. You will handle general admin tasks, act as a primary contact for customers, and support the Parts & Service Coordinator to keep operations running smoothly.

The ideal candidate is organized, detail-oriented, and customer-focused, with experience in office administration and proficiency in Microsoft Office.

Qualifications

• Previous administrative, office, customer service, or coordination experience preferred.
• Excellent organizational skills and attention to detail.
• Strong phone etiquette and written and verbal communication skills.
• Ability to prioritize multiple tasks and follow through on open items.
• Experience with parts, service, scheduling, or customer support is a plus.
• Familiarity with the metal fabrication or machine tool industry is a plus.

Responsibilities

• Provide general administrative and clerical support to the office and management team.
• Serve as a professional first point of contact for customers by phone, email, and in person.
• Provide administrative support to the Parts & Service Coordinator.
• Assist with coordinating service calls, technician schedules, customer appointments, and follow-up.
• Track open service requests, parts orders, backorders, and other outstanding items.
• Communicate with customers regarding service scheduling, parts status, and order updates.
• Assist with service-related paperwork, work orders, purchase orders, invoices, and other documentation.
• Communicate with vendors regarding parts availability, pricing, shipping, and order status.
• Maintain accurate customer, parts, service, and equipment records.
• Provide data entry, scheduling, filing, correspondence, and other administrative support as needed.
• Support other departments and management as requested.
• Maintain a high level of professionalism, organization, and customer service.

Skills

Admin experience

Customer service

Microsoft Office

Organizational skills

Phone etiquette

Teamwork

Tools

Outlook

Word

Excel

Job description

For over 40 years, Mac-Tech has been a trusted partner in providing top-quality metal fabrication equipment and service for new and used machinery. Known for exceptional customer service, we build long-term partnerships through tailored solutions, maintenance, and rapid service support. Our product range includes plasma cutting systems, hydraulic press brakes, fiber lasers, tube cutting machines, and more. We are committed to helping customers minimize downtime and maximize efficiency.

Role Description

This is a full-time, on-site Administrative Assistant / Parts & Service Support role located in Milwaukee, WI. This position will provide general administrative support while working closely with and providing significant day-to-day support to the Parts & Service Coordinator.

Responsibilities include managing phone and email communications, maintaining accurate records, coordinating schedules, handling clerical duties, and assisting with parts and service activities. The ideal candidate is organized, detail-oriented, responsive, and comfortable working in a fast-paced, customer-focused environment.

Key Responsibilities

• Provide general administrative and clerical support to the office and management team.
• Serve as a professional first point of contact for customers by phone, email, and in person.
• Provide administrative support to the Parts & Service Coordinator.
• Assist with coordinating service calls, technician schedules, customer appointments, and follow-up.
• Track open service requests, parts orders, backorders, and other outstanding items.
• Communicate with customers regarding service scheduling, parts status, and order updates.
• Assist with service-related paperwork, work orders, purchase orders, invoices, and other documentation.
• Communicate with vendors regarding parts availability, pricing, shipping, and order status.
• Maintain accurate customer, parts, service, and equipment records.
• Provide data entry, scheduling, filing, correspondence, and other administrative support as needed.
• Support other departments and management as requested.
• Maintain a high level of professionalism, organization, and customer service.

Qualifications

• Previous administrative, office, customer service, or coordination experience preferred.
• Excellent organizational skills and attention to detail.
• Strong phone etiquette and written and verbal communication skills.
• Ability to prioritize multiple tasks and follow through on open items.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Ability to work independently and as part of a team.
• Strong problem-solving skills and willingness to take initiative.
• Experience with parts, service, scheduling, or customer support is a plus.
• Familiarity with the metal fabrication or machine tool industry is a plus.

Ideal Candidate

• The ideal candidate is dependable, organized, and customer-focused, with the ability to keep information and tasks moving while providing strong support to the Parts & Service Coordinator. Timely communication, accuracy, and follow-through are essential to this position and directly impact our customers' experience and ability to minimize equipment downtime.