Administrative Assistant — Scheduling & Customer Support

Chicagoland Equipment & Supply LLC; Chatfield (MN); On-site; USD 36,000 - 54,000; Full time

Job summary

Chicagoland Equipment & Supply LLC in Minnesota is seeking an organized Administrative Assistant to support day-to-day office operations. The role serves as a primary contact for customers, assists with scheduling, rebates, warranties, pricing, and paperwork.

You will manage parts intake, coordinate with vendors and technicians, maintain records, and help with filing and data entry in a fast-paced environment. Strong communication and attention to detail are essential.

Qualifications

• Previous administrative, office, customer service, or scheduling experience preferred.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to prioritize tasks and manage multiple responsibilities.
• Comfortable answering phones and communicating professionally with customers and vendors.
• Basic computer skills and ability to learn company software and systems.
• Experience in HVAC, plumbing, construction, service, or distribution is a plus but not required.

Responsibilities

• Answer incoming phone calls and assist customers with questions or direct calls to the appropriate team member.
• Schedule service calls, installations, and other jobs as needed.
• Maintain and update the company schedule and communicate scheduling information to customers and technicians.
• Process manufacturer and customer rebate forms.
• Process warranty paperwork and claims.
• Enter and maintain pricing updates in the company system.
• Perform general filing, scanning, recordkeeping, and other administrative duties.
• Check in incoming parts and ensure parts are properly documented and organized.
• Assist with ordering parts as needed.
• Communicate with vendors, customers, technicians, and other team members regarding scheduling, parts, warranties, and related matters.
• Maintain accurate and organized office records.
• Assist with general office projects and administrative tasks as assigned.
• Work closely with other office staff to ensure smooth daily operations.

Skills

Customer service

Scheduling

Data entry

Organization

Attention to detail

Communication

Teamwork

Independent work

Learn new systems

Tools

MS Office Suite

CRM software

Job description

Chicagoland Equipment & Supply LLC in Minnesota is seeking an organized Administrative Assistant to support day-to-day office operations. The role serves as a primary contact for customers, assists with scheduling, rebates, warranties, pricing, and paperwork.

You will manage parts intake, coordinate with vendors and technicians, maintain records, and help with filing and data entry in a fast-paced environment. Strong communication and attention to detail are essential.