Hybrid Service Operations Admin Specialist

Burckhardt Compression; Batavia (IL); Hybrid; USD 50,000 - 80,000; Full time

Job summary

Burckhardt Compression (US) Inc. is seeking a highly organized Administrative Assistant to support our Service Operations team. This role provides administrative, operational, and financial support across invoicing, field service, and reporting.

The ideal candidate will manage multiple priorities in a fast-paced industrial environment, coordinating with Operations, Finance, Project Management, and Field Service to ensure accurate documentation and excellent customer service.

Qualifications

• High school diploma or equivalent required; Associate degree preferred.
• 3–5 years of administrative, operations support, or office management experience.
• Experience supporting field operations, industrial services, manufacturing, or similar environments preferred.
• Experience with SAP Concur expense management preferred.

Responsibilities

• Prepare and process spare parts, field service, and repair invoices.
• Verify pricing, labor charges, travel costs, and supporting documentation for accuracy.
• Obtain required approvals and distribute invoices to customers in a timely manner.
• Maintain invoicing records and supporting documents within CRM systems and shared repositories.
• Ensure compliance with company billing procedures and customer requirements.
• Create, maintain, and close repair work orders within CRM and ERP systems.
• Monitor repair activities and maintain accurate status updates and shop tracking reports.
• Establish and maintain repair documentation and asset records.
• Coordinate with repair teams to ensure timely completion of repairs and proper documentation.
• Support financial reporting activities by ensuring timely and accurate submission of operational data.
• Create and manage work orders in Microsoft Dynamics 365 Business Central for cost tracking and allocation.
• Track project-related costs and communicate cost allocations to project teams.
• Assist Finance with work order maintenance, monitoring, and closure activities.
• Collaborate with field service personnel, repair teams, project managers, vendors, and Finance to support daily operations.
• Review and maintain the quality and accuracy of customer-facing reports and documentation.
• Collect and verify employee timesheets and enter data into company systems for payroll processing.
• Prepare reports, spreadsheets, presentations, correspondence, and other business documents.
• Generate weekly and monthly operational reports, including labor utilization and man-hour tracking.
• Maintain organized departmental records, contracts, compliance documentation, and files.
• Coordinate meetings, travel arrangements, field service itineraries, and contact lists.
• Assist with SAP Concur expense reporting and related administrative processes.
• Update customer, service, and project information within ERP and CRM platforms.
• Support inventory, logistics, purchasing, and vendor communication activities.
• Provide administrative support to Service Operations leadership and management teams.
• Perform additional duties and special projects as assigned.

Skills

Microsoft Office

Attention to detail

Communication

Multitasking

Education

High school diploma or equivalent

Associate degree preferred

Tools

SAP Concur

Microsoft Dynamics 365

SAP

Sage

Job description

Burckhardt Compression (US) Inc. is seeking a highly organized Administrative Assistant to support our Service Operations team. This role provides administrative, operational, and financial support across invoicing, field service, and reporting.

The ideal candidate will manage multiple priorities in a fast-paced industrial environment, coordinating with Operations, Finance, Project Management, and Field Service to ensure accurate documentation and excellent customer service.