SERVICE COORDINATOR & ADMINISTRATIVE ASSISTANT

M5D; Milwaukee (WI); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Competitive pay

401(k) & Profit Sharing

Flexible Spending Accounts

Life Insurance

Paid Time Off

Team environment

2D & 3D tech

Job summary

M5D, a growing Milwaukee-based technology company, is seeking a detail-oriented Service Coordinator & Administrative Assistant to support the Service Department and CEO with a variety of admin tasks. You will handle service requests, logistics, parts orders, quotes, scheduling, and inventory at our Wisconsin warehouse, ensuring accurate records and timely communication.

The role offers competitive hourly pay, 401(k) with profit sharing, benefits, and a collaborative team environment for someone

Qualifications

• Previous customer service experience required.
• Strong verbal and written communication skills.
• Excellent organizational and time-management abilities.
• Ability to multitask and stay organized in a fast-paced environment.
• Proficiency with Microsoft Office and general office software.

Responsibilities

• Answer incoming service requests by phone and email and route to field technicians.
• Coordinate shipments, deliveries, and in-office receipt of orders.
• Process service-related parts orders and provide tracking updates.
• Maintain accurate parts pricing in CRM system.
• Submit applicable parts and labor claims within deadlines.
• Communicate with customers, technicians, vendors, and internal teams.
• Prepare quotes for supplies and time-and-material service requests.
• Assist with scheduling and tracking service-related activities.
• Assist with inventory counts and verification at the Wisconsin warehouse.
• Provide administrative support to the Service Manager and CEO.

Skills

communication

organization

time management

customer service

multitasking

Microsoft Office

Tools

Microsoft Office

Job description

M5D (formerly MasterGraphics) is a growing, approximately $30 million 2D & 3D technology company helping manufacturers and engineering organizations leverage advanced 2D & 3D technologies to design, develop, and manufacture better products.

We are seeking a detail-oriented, organized, and proactive individual to join our team as a Service Coordinator & Administrative Assistant. This is an excellent opportunity for someone who enjoys working with people, solving problems, staying organized, and supporting a fast-paced service operation.

WHAT YOU’LL DO

Working closely with our experienced Service Department, you will help keep day-to-day service operations running smoothly by:

• Answering incoming service requests by phone and email and routing them to the appropriate field service technicians.
• Assisting with service logistics, including coordinating shipments, deliveries, and in-office receipt of orders.
• Processing service-related parts orders, including high-priority requests, and providing tracking updates to service technicians.
• Maintaining accurate parts pricing in M5D's business management/CRM system.
• Submitting applicable parts and labor claims within required deadlines.
• Maintaining clear and timely communication among customers, service technicians, vendors, and internal departments.
• Preparing quotes for supplies and time-and-material service requests.
• Assisting with scheduling and tracking service-related activities.
• Assisting with inventory counts and verification of new and used equipment, parts, and materials received at the Wisconsin warehouse.
• Providing administrative support to the Service Manager.
• Assisting the CEO with various administrative tasks and special projects.

WHAT WE’RE LOOKING FOR

We're looking for someone who is dependable, organized, customer-focused, and comfortable managing multiple priorities. The ideal candidate will have:

• Strong verbal and written communication skills.
• Excellent organizational and time-management abilities.
• Previous customer service experience required.
• The ability to multitask, prioritize, and stay organized in a fast-paced environment.
• Proficiency with Microsoft Office and general office software.
• Strong attention to detail and accuracy.
• A positive, team-oriented attitude and willingness to help wherever needed.
• The ability to communicate professionally with customers, vendors, technicians, and coworkers.

WHAT SUCCESS IN THIS POSITION LOOKS LIKE

• Customers receive prompt, professional responses.
• Technicians have the parts and information they need when they need them.
• Orders, quotes, claims, and inventory records are accurate.
• The Service Manager can rely on you to keep administrative details moving without constant follow-up.

WHY M5D?

M5D offers an opportunity to play a meaningful role in the growth of an established company operating in an exciting and rapidly evolving technology market.

We value mutual respect, teamwork, integrity, and fun, and we believe people do their best work when they have the opportunity to contribute, make an impact, and grow with the company.

WE OFFER

• Competitive hourly pay
• 401(k) & Profit Sharing Retirement Plan
• Flexible Spending Accounts
• Life, LTD & AD&D Insurance
• Paid Time Off
• A collaborative, team-oriented work environment
• The opportunity to work with innovative 2D & 3D technologies