Operations Administrative Assitant

Job Summary:

The Operations Assistant supports the daily operations to ensure timely and efficient customer care. This role is responsible for creating service and repair quotes, entering and managing service orders in Acumatica, recording technician dispatch scheduling, and serving as a point of contact for customers requesting repairs or service support. The ideal candidate is organized, customer-focused, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

Supervisory Responsibilities: None

Duties/Responsibilities:

• Create accurate service and repair quotes for customers based on Service/Operations Manager direction, technician recommendations, and service needs.
• Enter service orders, customer information, and job details into Acumatica.
• Assign dispatch schedules to field service technicians in Acumatica.
• Serve as backup to Customer Service Representatives to answer incoming phone calls related to service requests, repair inquiries, scheduling, and customer support.
• Communicate with customers regarding service status, scheduling updates, and repair timelines.
• Work closely with technicians, service managers, and parts personnel to ensure efficient service execution.
• Maintain accurate service records and documentation within company systems.
• Assist in prioritizing service calls based on urgency, technician availability, and customer needs.
• Support invoicing and follow-up activities related to completed service work as needed.
• Provide general administrative support to the General Manager and Service/Operations Manager.
• Other duties as assigned.

Education and Experience:

• High school diploma or equivalent required; Associate or Bachelor’s degree preferred.
• Experience with Acumatica or similar ERP/service management software preferred.
• Previous experience in dispatching, service coordination, customer service, or administrative support preferred.
• Experience in the automotive, equipment, service, or industrial industry is a plus.
• Proficiency with Microsoft Office and ability to learn business software systems.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to multitask and work effectively in a fast-paced environment.
• Strong problem-solving skills and customer-focused mindset.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Ability to communicate by phone and in person regularly throughout the workday.
• Occasionally may need to lift or move office materials up to 20 pounds.

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