Administrative Associate-Service Office

Atlas Toyota Material Handling; Elk Grove Village (IL); On-site; USD 30,000 - 33,000; Full time

Benefits offered by this job

People-first culture

Mon-Fri schedule

Paid time off

8 paid holidays

Comprehensive benefits

Tuition reimbursement

Job summary

Atlas Toyota Material Handling in Elk Grove Village, IL, is seeking a full-time Administrative Associate-Service Office to support Service, Parts, and Sales. You’ll be the primary contact for customers and help maintain accurate records and communications.

The ideal candidate is organized, customer-focused, and capable of managing multiple tasks in a fast-paced environment. A high school diploma and proficiency with Microsoft Office are required, with opportunities for growth within Atlas.

Qualifications

• High school diploma or equivalent required.
• Prior customer service or administrative experience preferred.
• Proficiency with Microsoft Office and business software.
• Ability to multi-task in a fast-paced office.

Responsibilities

• Answer inbound customer service calls and relay service requests to technicians/dispatchers.
• Receive and document customer service requests and maintain records.
• Match work orders to invoices and ensure information is complete.
• Route invoices and documents for processing and approval.
• Scan, organize, and file invoices in the document management system.
• Collaborate with internal teams to address customer concerns and special requests.
• Communicate with customers to obtain purchase orders and approvals for invoicing.
• Send customer invoices and supporting documentation in a timely manner.
• Generate and distribute repair order invoices with detailed parts and labor info.
• Maintain professional relationships with customers, vendors, and coworkers.
• Perform other duties as assigned.

Skills

High attention to detail

Customer service

Organization skills

Verbal and written communication

Multi-tasking

Education

High School Diploma or Equivalent

Tools

Microsoft Office

Business management software

Job description

Description

We are currently seeking a full-time Administrative Associate-Service Office to join our team. This role serves as a key point of contact for customers and provides administrative support to the Service, Parts, and Sales departments. The ideal candidate is highly organized, customer-focused, and committed to delivering exceptional service to internal teams and customers. Atlas Toyota Material Handling, part of the Atlas Companies, is an authorized Toyota Forklift Dealer committed to providing quality service, premium equipment, and innovative solutions for companies of all sizes.

Why You’ll Love Working At Atlas

• A Strong, People-First Culture: At Atlas, we believe a strong commitment to excellence, our people, our core values, and professional development opportunities are what make our company great. We also enjoy bringing our teams together through events such as food trucks, BBQ’s, holiday parties, celebration lunches, and sporting events.
• Personal & Family Balance: We value personal/family time and are proud to offer a Monday-Friday schedule.
• Rest and Relaxation: Our associates receive generous paid time off AND 8 paid holidays.
• Comprehensive Benefits Package: This includes medical, dental and vision plans, with HSA and FSA options. Company-paid life insurance and short- and long-term disability plans are also provided, plus a 401(k) plan with company match.
• Career Growth Opportunities: We support professional advancement through tuition reimbursement benefits and internal growth opportunities.

Get To Know The Atlas Team

• At Atlas, you’re not just starting a job-you’re building a career. Learn more about what we offer on our careers page below.

Careers at Atlas Lift | Jobs in Material Handling & Equipment Services | Atlas Companies | Equipment Sales | Chicago, Minnesota, Wisconsin & Indiana

• Get a behind-the-scenes look at life at Atlas in the videos below!
• Atlas Toyota - Your #1 Forklift Dealer

What You’ll Do Day-to-Day

• Answer inbound customer service calls and relay service requests to the appropriate technician or dispatcher to ensure timely resolution.
• Receive and document customer service requests while maintaining accurate records and communication.
• Match work orders to corresponding invoices, ensuring all information is complete and accurate.
• Route invoices and supporting documentation to the appropriate departments for processing and approval.
• Scan, organize, and electronically file invoices and related documents within the company document management system.
• Collaborate with internal teams to address any customer concerns, special requests, and service-related needs.
• Communicate with customers to obtain purchase order numbers, approvals, and other documentation required for invoicing.
• Send customer invoices and supporting documentation in a timely and professional manner.
• Generate and distribute repair order invoices, including detailed descriptions of parts, labor rates, services performed, and customer information.
• Conduct business professionally and respectfully with customers, vendors, and coworkers.
• Perform other duties as assigned.

Requirements

What You’ll Need to Succeed

• High school diploma or equivalent required.
• Prior customer service, administrative, or office support experience preferred.
• Proficiency in Microsoft Office applications and business management software systems.
• Ability to multi-task and thrive in a fast-paced environment.
• Detail oriented.
• Strong customer service and organizational skills.
• Strong verbal and written communication skills with the ability to interact professionally and courteously.

Physical Requirements

• This position is primarily performed in an office setting and involves prolonged periods of sitting and computer use. Occasional physical activities may be required, including, but is not limited to, standing, bending, crouching, twisting, pulling, pushing, and lifting (typically up to 50 lbs.), as needed.

Atlas is proud to be an Equal Opportunity Employer (veterans and individuals with disabilities included) and Drug Free Workplace.

Where a specific pay range is noted, it is a good faith estimate at the time of posting. The actual compensation offered will be based on experience, skills, qualifications, market considerations, and geographic location.

Salary Description

$22-$24 per hour based on experience