Equipment Service Administrative Assistant

Equipment Service Administrative Assistant at Kinsley.

About the role Kinsley is seeking a dedicated Equipment Service Administrative Assistant to join our team in York, Pennsylvania.

Key facts

• Location: York, Pennsylvania
• Engagement: Full-time
• Salary: Competitive, commensurate with experience
• Visa: Not specified

What you'll do

• Provide administrative support to the equipment service department, including managing schedules, coordinating service appointments, and tracking equipment maintenance records.
• Assist in the preparation of service reports and documentation, ensuring accuracy and compliance with company standards.
• Act as a liaison between service technicians, customers, and suppliers to facilitate effective communication and resolve any service-related issues.
• Maintain and organize files and records related to equipment service, ensuring that all information is up-to-date and easily accessible.
• Process service orders and invoices, ensuring timely billing and payment processing.
• Monitor inventory levels of equipment parts and supplies, placing orders as necessary to maintain adequate stock.
• Assist in the development and implementation of service procedures and policies to enhance operational efficiency.
• Participate in team meetings and contribute to discussions on improving service delivery and customer satisfaction.
• Utilize software tools to track service requests and generate reports for management review.
• Provide training and support to new team members on administrative processes and systems.
• Handle customer inquiries and provide exceptional service to enhance client relationships.
• Collaborate with other departments, such as sales and operations, to ensure alignment and support for overall business objectives.

Requirements

• High school diploma or equivalent; additional education in business administration or a related field is a plus.
• A minimum of 2 years of experience in an administrative support role, preferably within the construction or equipment service industry.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with service management software.
• Strong organizational skills with the ability to prioritize tasks and manage time effectively.
• Excellent verbal and written communication skills, with a focus on customer service.
• Ability to work independently as well as part of a team in a fast-paced environment.
• Detail-oriented mindset with a commitment to accuracy and quality in all tasks.
• Familiarity with equipment service processes and terminology is advantageous.
• Ability to adapt to changing priorities and handle multiple tasks simultaneously.

Nice to have

• Experience in the construction industry or equipment rental services.
• Knowledge of inventory management systems and practices.
• Previous experience in a customer-facing role, enhancing interpersonal skills.
• Certification in office administration or related fields.
• Familiarity with project management software or tools.

Skills & tools

• Proficient in using office equipment, including computers, printers, and fax machines.
• Strong analytical skills for data entry and report generation.
• Familiarity with customer relationship management (CRM) software.
• Ability to learn new software applications quickly.
• Effective problem-solving skills to address service-related challenges.

Practical notes

• This position is based in York, Pennsylvania, and may require occasional travel to job sites or client locations.
• The work environment is typically office-based, but flexibility may be needed to accommodate varying workloads.
• Kinsley values diversity and encourages applications from individuals of all backgrounds.
• Benefits and compensation details will be discussed during the interview process.