Service Operations Coordinator

Aston Carter; Mokena (IL); On-site; USD 37,000 - 43,000; Full time

Job summary

Aston Carter is seeking a Service Administrative Assistant in Mokena, IL. The role provides broad administrative and operational support to the Service Department, coordinating service activities, managing schedules and records, handling billing, and assisting with events and training programs.

You will serve as a liaison between field technicians, customers, vendors, and internal teams to ensure smooth service operations.

Qualifications

• Experience in administrative assistance or office administration in a service-oriented environment.
• Experience in scheduling, service coordination, or service management support.
• Familiarity with reporting services and maintaining service documentation and logs.
• Experience processing invoices, expense reports, and other financial documentation.
• Comfort supporting event coordination, including meetings, training programs, open houses, and trade show activities.
• Strong customer service mindset with an interest in continuous improvement of service processes.

Responsibilities

• Maintain the Service Department calendar and schedule service visits in an organized and timely manner.
• Enter service calls into the system and create, update, and track service-related tasks.
• Monitor open service requests, ensure timely follow-up, and communicate status updates as needed.
• Coordinate technician schedules to optimize coverage and support customer needs.
• Maintain the service log and track the status of service appointments from scheduling through completion.
• Download, archive, and organize service reports and related documentation for easy retrieval.
• Prepare billing for field service jobs, including labor, travel expenses, and parts, ensuring accuracy and completeness.
• Collaborate with Accounting to support timely and accurate invoicing for service work.
• Review and process technician expense reports, ensuring compliance with policies and proper documentation.
• Process service documentation, notices, reports, and invoices to support efficient service operations.
• Coordinate customer events, meetings, training programs, open houses, and trade show activities.
• Handle incoming calls and customer inquiries, providing professional and responsive customer service.
• Maintain accurate service records and documentation in line with established procedures.
• Support continuous improvement initiatives within the Service Department by identifying opportunities to enhance processes.
• Provide general administrative support to service management and field technicians as needed.

Skills

Administrative

Scheduling

Billing

Customer service

Tools

Microsoft Office

Job description

Aston Carter is seeking a Service Administrative Assistant in Mokena, IL. The role provides broad administrative and operational support to the Service Department, coordinating service activities, managing schedules and records, handling billing, and assisting with events and training programs.

You will serve as a liaison between field technicians, customers, vendors, and internal teams to ensure smooth service operations.