ATE Support Services Administrator

ATE - Automotive Technology Experts; Westmont (IL); On-site; USD 50,000 - 70,000; Full time

Job summary

ATE - Automotive Technology Experts is seeking a Support Services Administrator to oversee administrative and operational support functions. This role ensures efficient operations, manages support staff, and partners with internal departments for workflow alignment.

The ideal candidate should have 3-5+ years of experience in office management, proficiency in billing workflows, and strong organizational skills. Join a growing team dedicated to excellence in vehicle diagnostics.

Qualifications

• 3-5+ years of experience in office management or operations.
• Experience managing billing workflows or accounts receivable coordination.
• Proficiency in Microsoft Excel and Microsoft 365 applications.

Responsibilities

• Oversee daily office and administrative operations.
• Supervise administrative staff and virtual assistants.
• Ensure compliance with billing procedures and operational processes.
• Manage company vendor accounts and internal systems.

Skills

Office management

Operations coordination

Billing workflows

Microsoft Excel

Organizational skills

Communication skills

Tools

Microsoft 365

Smartsheet

Job description

At Automotive Technology Experts (ATE), we understand the importance of providing fast and accurate vehicle diagnostic scanning and calibration services. We service hundreds of customers that rely on us to ensure that the repairs they have completed are safe and that the vehicle will operate as the manufacturer had intended.

ATE was founded in 2019 to provide technological and electrical repair expertise in the collision industry that struggles to stay current with the rapidly changing technology in vehicles. We employ technicians across the country. Our growth will continue as we add team members that strive to be the best, commit to taking care of our customers, and continue to train so that they can accomplish team goals and obtain career advancement opportunities.

JOB PURPOSE: The Support Services Administrator is responsible for ownership and oversight of administrative, billing coordination, and operational support functions across the organization. This role ensures efficient operations, consistent execution of internal processes, and effective management of support staff, including the Customer Relations Specialist and virtual assistants.

The Support Services Administrator partners with internal departments to support operational workflows, ensure alignment across teams, and maintain consistent execution of company processes.

• Oversee daily office and administrative operations, including workflow coordination, process execution, task prioritization, and team performance management.
• Supervise administrative staff and virtual assistants, ensuring timely completion of invoicing, statements, collections follow-up, payment applications, and related administrative functions.
• Review account status and aging reports to identify risks, discrepancies, collection concerns, or items requiring escalation.
• Ensure compliance with established billing procedures, operational processes, and internal controls.
• Partner cross-functionally with Finance and other departments to support process alignment, account resolution, escalations, and operational efficiency.
• Review and approve employee timecards for accuracy and payroll processing.
• Manage and maintain internal systems and operational tools, including Smartsheet workflows, automations, reporting, and data integrity.
• Manage company vendor accounts (e.g., FedEx, Amazon, Uline), including purchasing, account administration, billing reconciliation, and issue resolution.
• Oversee general office operations, including mail distribution, outgoing shipments, office and breakroom supply inventory, workplace organization, and vendor coordination.
• Coordinate team lunches, employee engagement activities, and office events.
• Provide ongoing administrative and operational support to leadership and cross-functional teams as needed.
• Perform other related duties as assigned.
• 3-5+ years of experience in office management, operations, or similar role.
• Experience managing billing workflows or accounts receivable coordination.
• Experience supervising or coordinating support staff preferred.
• Proficiency in Microsoft Excel and Microsoft 365 applications.
• Experience with Smartsheet or similar workflow tools preferred.
• Strong organizational, multitasking, and problem-solving skills.
• Ability to manage multiple priorities independently.
• Excellent written and verbal communication skills.
• Strong attention to detail and accountability.
• Ability to work cross-functionally with internal teams and departments.