Administrative Assistant - Service Department

Vermeer Midwest; Aurora (IL); On-site; USD 35,817 - 44,083; Full time

Job summary

Vermeer Midwest in Aurora, IL is seeking an Administrative Assistant – Service Department to support daily service operations. You will handle invoices, warranty claims, and payments while ensuring accurate work orders and timely communications with customers and vendors.

The role requires a high school diploma or GED with 1–2 years of admin experience, strong Microsoft Office skills, and the ability to multitask in a fast-paced setting. Day shift, Monday–Friday, with overtime opportunities.

Qualifications

• High School diploma or GED; 1–2 years administrative experience preferred.
• Excellent interpersonal and customer service skills.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities; ability to meet deadlines.
• Ability to prioritize tasks in a fast-paced environment.
• Proficient in Microsoft Office and data entry.

Responsibilities

• Review all service work orders for accuracy and completeness concerning parts, materials, and labor.
• Approve the release of equipment for customer pickup and close work orders upon completion.
• Review and process equipment and engine warranty claims.
• Perform accounting tasks including monitoring COD payments, reviewing invoices for accuracy, completing cash deposits and electronic check deposits, and reconciling the cash drawer.
• Review attendance reports for accuracy before submitting to payroll.
• Answer and route incoming phone calls for the dealership.
• Manage vendor and customer relationships.
• Assist with general DOT requirements and documentation.

Skills

Customer service

Organizational skills

Communication

Multitasking

Education

High School diploma or GED

Tools

Microsoft Office

Job description

Administrative Assistant – Service Department

Aurora, IL

Full-Time

About Vermeer Midwest

At Vermeer Midwest, we’re not your average equipment dealership. We’re a family-owned company built on strong values, hard work, and a team-first culture. Every day, our people roll up their sleeves and make a real impact—for each other, our customers, and our communities. If you're ready to be Equipped to Do More, we’d love to meet you.

Schedule:

Day Shift

Monday to Friday

No Weekends

Pay:

$26.00-$32.00 hourly + Overtime

Overtime is not guaranteed and is dependent upon market conditions and company operations.

What You’ll Do

The Service Administrative Assistant is essential in ensuring smooth daily operations, providing excellent customer service, and assisting with administrative tasks that keep the service team organized and efficient. This position requires strong attention to detail, professionalism, and the ability to multitask in a fast-paced environment.

• Review all repair work orders for accuracy and completeness concerning parts, materials, and labor.
• Approve the release of equipment for customer pickup and close work orders upon completion.
• Review and process equipment and engine warranty claims.
• Perform accounting functions including monitoring and calling COD customers for payment, reviewing invoices for accuracy and reconciliation, completing cash deposits and electronic check deposits, and reconciling the cash drawer.
• Review attendance reports for accuracy before submitting to payroll.
• Answer and rout incoming phone calls for the dealership.
• Manage vendor and customer relationships.
• Assist with general DOT requirements and documentation.

What You Bring

• A High School diploma or GED with 1-2 years of administrative experience is preferred.
• Excellent interpersonal and customer service skills.
• Excellent verbal written communication skills.
• Strong organizational and time management skills with the proven ability to meet deadlines.
• Ability to prioritize tasks and function well in a fast-paced, sometimes stressful environment.
• Strong Microsoft Office and data entry skills.

Why You’ll Love Working Here

We offer a supportive environment that provides opportunities for growth and development. You’ll have the autonomy to take ownership of your work, while working in a culture rooted in respect, collaboration, and doing what’s right – for our team members, our customers and our communities.

• Health Coverage: Medical, dental, vision
• Financial Perks: 401(k), profit sharing
• Paid Time Off: Vacation, sick days, holidays
• Protection: Company-paid life, AD&D, and disability insurance

If you’re organized, motivated, and ready to grow your career in a supportive environment, we want to hear from you.

Vermeer Midwest provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.