We are seeking a detail-oriented and organized
Administrative Assistant
to support our Service Department in daily operations, coordination, and documentation. Key Responsibilities
Handle data entry, filing, and document management Prepare letters, reports, and meeting notes Maintain and update records, spreadsheets, and databases Ensure accurate data entry into service systems (e.g., Infortec, Maximo) Monitor service contracts and track renewal timelines Coordinate service schedules and support job planning Assist with monthly invoicing and billing tasks Manage incoming calls and emails, and liaise with clients, vendors, and internal teams Assist in arranging meetings and site access Prepare billing schedules and support accurate invoicing Resolve billing discrepancies with the Finance team Maintain proper documentation and filing, including contract records Track and prepare reports on service activities (e.g., revenue, PM/CM schedules) Maintain records of service jobs, equi...