Administrative Associate-Service Office

Toyota Material Handling; Elk Grove Village (IL); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Paid time off

Health insurance

401(k) plan with company match

Career growth opportunities

Job summary

Atlas Toyota Material Handling, part of the Atlas Companies, is seeking a full-time Administrative Associate-Service Office to join our team in Chicago. 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.

Qualifications

• High school diploma or equivalent required.
• Experience in customer service or administrative support preferred.
• Proficiency in Microsoft Office applications and business management software systems.
• Ability to multi-task and thrive in a fast-paced environment.
• Detail oriented with strong organizational skills.
• Strong verbal and written communication skills.

Responsibilities

• 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 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 with detailed parts, labor, services, and customer information.
• Maintain professional relations with customers, vendors, and coworkers.
• Perform other duties as assigned.

Skills

Customer service

Office administration

Microsoft Office

Detail-oriented

Communication skills

Education

High school diploma or equivalent

Tools

Microsoft Office

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.

• Get a behind-the-scenes look at life at Atlas in the videos below!

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.

Atlas Toyota - Your #1 Forklift Dealer

Location: Chicago, Minnesota, Wisconsin & Indiana