Service Administrator

Burke-Porter-Machinery-; Grand Rapids (MI); Hybrid; USD 42,000 - 62,000; Full time

Job summary

Burke Porter, An Ascential Technologies Company in Grand Rapids, MI, is seeking a Service Administrator to manage all administrative processes for service cases and field missions, ensuring documentation, billing, and reporting are accurate and timely. This role serves as the administrative backbone of the Service Desk, handling invoicing, PO processing, and data maintenance.

Key duties include reviewing mission reports for billing accuracy, transferring data to ERP, creating service jobs from

Qualifications

• Experience in administrative, billing, or back-office operations.
• Proficiency with ERP and CRM systems.
• Strong written and verbal English communication.
• Proficient in Microsoft Office suite.

Responsibilities

• Review mission reports for billing compliance and escalate discrepancies.
• Transfer mission data from Service Cloud to ERP and initiate invoicing.
• Confirm PO receipt and PO value matches the service quote.
• Create service jobs in ERP upon PO receipt and inform service/parts teams.
• Process customer invoicing and coordinate with invoicing department.
• Create purchase orders for third-party suppliers or Ascential subsidiaries.
• Maintain customer and machine data in Service Cloud; update locations and warranties.
• Update warranty information in Service Cloud upon notices.
• Enter SLA and maintenance data; process renewal POs.
• Support onboarding of new team members with system access and training.
• Process timecards and assist payroll/HR as needed.
• Handle miscellaneous service orders and facility bookings.
• Participate in continuous process improvements.

Skills

Attention to detail

Organizational skills

English communication

Data entry

Time management

Tools

SAP

BAAN

Microsoft

Oracle

Job Boss

Salesforce Service Cloud

Microsoft Office

Job description

Burke Porter, An Ascential Technologies Company
Grand Rapids, MI 49505, USA

The Service Administrator for Ascential Care is responsible for performing all administrative processes associated with service cases and field missions, ensuring that Ascential Care's service activities are correctly documented, billed, and reported in a timely and accurate manner. This role acts as the administrative backbone of the Service Desk, managing the full billing lifecycle from mission report receipt through to customer invoicing, processing purchase orders, maintaining equipment and customer data, and supporting the operational team with onboarding, contract administration, and miscellaneous service orders. The Service Administrator works closely with InHouse Engineers, Mission Coordinators, and the local finance and logistics teams to ensure that all commercial and operational documentation is completed to the required standard. Accuracy, process discipline, and the ability to identify and elevate discrepancies are the defining characteristics of excellence in this role.

Core Duties and Responsibilities

• Review completed mission reports for compliance with non-technical billing requirements, including overnight stays, rental car and mileage claims, expense receipts, and mission duration; escalate discrepancies to the relevant supervisor.
• Transfer mission data from Service Cloud into the local ERP system and initiate the invoicing process.
• Confirm that customer purchase orders have been received and that the PO value matches the agreed service quote prior to creating the service job in the system.
• Create service jobs in the ERP system upon PO receipt and inform the service and parts teams accordingly.
• Process customer invoicing: verify service charges against the purchase order, trigger the invoicing department, and ensure invoices are issued accurately and within agreed timelines.
• Create purchase orders for third-party suppliers or other Ascential Technologies subsidiaries for specialized or additional support services.
• Maintain customer and machine information in Service Cloud, including updates to equipment location, customer contact details, installation dates, and warranty status.
• Update equipment warranty information in Service Cloud upon receipt of warranty registration or change notifications.
• Enter SLA and maintenance contract data into the CRM system; create SLA quotes and process purchase orders for contract renewals.
• Support the onboarding of new team members: system access, process training, and orientation to Service Cloud workflows.
• Process timecards where required and support the payroll or HR process as necessary.
• Handle miscellaneous administrative service orders including uniform requests, facility bookings, and equipment orders.
• Participate in the continuous improvement of billing, invoicing, and case administration processes.

Travel Requirements

Minimal travel required. This is primarily an office-based or hybrid role. Occasional travel to training sessions or team events may be required.

Required Qualifications

• Demonstrable experience in an administrative, billing, or back-office operations role, preferably within a service, manufacturing, or industrial environment.
• High degree of accuracy and attention to detail — disciplined in financial documentation, data entry, and record maintenance.
• Proficiency with ERP systems (SAP, BaaN, Microsoft, Oracle, Job Boss, or equivalent) and CRM systems; Salesforce Service Cloud experience preferred.
• Understanding of basic commercial and billing processes: purchase orders, invoices, service quotes, and credit notes.
• Strong organizational skills — able to manage multiple administrative processes concurrently and meet deadline commitments.
• Clear written and verbal communication skills in English; additional European language(s) a significant advantage.
• Proficiency in Microsoft Office suite (Outlook, Excel, Word, Teams).

Preferred Qualifications (in addition to required qualifications)

• Experience in service administration, field service billing, or service operations support role within a technical or engineering services organization.
• Familiarity with Salesforce Service Cloud or equivalent field service management platform.
• Experience with intercompany billing and purchase order processes in a multi-entity organization.
• Working knowledge of warranty administration and service contract management.
• Experience with new employee onboarding processes and HR administration.
• Fluency in one or more additional European languages.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.