Service Administration Assistant

Apollo Mechanical Contractors; Tigard (OR); On-site; USD 29,000 - 34,000; Full time

Benefits offered by this job

Medical, Dental, and Vision insurance

EAP Plan

401K with Company Match

STD, LTD & Voluntary Life

Paid Time Off

Job summary

Apollo Mechanical Contractors in Tigard, OR is seeking an organized Administrative Specialist to support service scheduling, invoicing, and CRM updates. You will handle customer calls, create service orders, verify costs, process timecards, and assist the Service Department with various duties.

A background in accounting or finance is preferred. The role requires strong communication skills, multitasking, and attention to detail.

Qualifications

• Accounting, communication and customer service skills required.
• Excellent verbal communication skills.
• Strong written communication skills; clear emails and messages.
• Ability to multi-task in a fast-paced environment.
• Organized and detail-oriented.

Responsibilities

• Communicate with technicians to support their work schedule.
• Create, schedule, and coordinate service orders; ensure relevant documentation is saved.
• Take incoming customer calls and set up new customers.
• Follow up with service technicians to verify job status and get descriptions of work completed.
• Research and prepare invoices by verifying costs; invoices must be accurate and detailed.
• Submit invoices to customers and ensure customers’ requirements are met.
• Code vendor and subcontractor invoices; ensure costs are captured for invoicing.
• Process timecards.
• Prepare and submit expense reimbursement requests.
• Collections: follow up with customers to request updates on past due invoices.
• Maintain and update customer record manager (CRM) as needed.
• Other duties as assigned, including supporting the Service Department.

Skills

Accounting

Communication

Customer service

Multitasking

Organizational skills

Education

Accounting/Business/Finance/Math studies preferred

Tools

Microsoft Office

Job description

Job Description

• Communicate with technicians to support their work schedule.
• Create, schedule, and coordinate service orders; ensure relevant documentation is saved.
• Take incoming customer calls and set up new customers.
• Follow up with service technicians to verify job status and get descriptions of work completed.
• Research and prepare invoices by verifying costs; invoices must be accurate and detailed.
• Submit invoices to customers and ensure customers’ requirements are met.
• Code vendor and subcontractor invoices; ensure costs are captured for invoicing.
• Process timecards.
• Prepare and submit expense reimbursement requests.
• Collections: follow up with customers to request updates on past due invoices.
• Maintain and update customer record manager (CRM) as needed.
• Other duties as assigned, including supporting the Service Department.

Date: 8/4/26

Location: Tigard, OR

Wage: $21-$25/hr.

Job Description

• Communicate with technicians to support their work schedule.
• Create, schedule, and coordinate service orders; ensure relevant documentation is saved.
• Take incoming customer calls and set up new customers.
• Follow up with service technicians to verify job status and get descriptions of work completed.
• Research and prepare invoices by verifying costs; invoices must be accurate and detailed.
• Submit invoices to customers and ensure customers’ requirements are met.
• Code vendor and subcontractor invoices; ensure costs are captured for invoicing.
• Process timecards.
• Prepare and submit expense reimbursement requests.
• Collections: follow up with customers to request updates on past due invoices.
• Code gas charges.
• Maintain and update customer record manager (CRM) as needed.
• Other duties as assigned, including supporting the Service Department.

Skills and Qualifications

• Accounting, communication, and customer service skills required.
• Excellent verbal communication skills: ability to articulate information clearly and confidently.
• Strong written communication skills: proficiency in writing clear, concise, and grammatically correct emails and messages.
• Ability to multi-task in a fast-paced environment.
• Organized and detail-oriented.
• Knowledge of the industry is recommended but not required.
• Computer skills: proficiency in Microsoft Office.

Education and Experience

• Post-secondary degree not required, but studies in accounting, business, finance, or math are preferred.

Benefits Offered

• Medical, Dental, and Vision (employer pays 86% of benefit cost)
• EAP Plan
• 401K with Company Match and profit share (total match of up to 7.5%)
• STD, LTD, & Voluntary Life benefits offered
• Paid Time