Administrative Assistance

Burckhardt Compression (US) Inc. is seeking a highly organized and detail-oriented Administrative Assistant to support our Service Operations team. In this role, you will provide administrative, operational, and financial support across field service, repair operations, invoicing, reporting, and customer service activities.

The ideal candidate is proactive, customer-focused, and experienced in managing multiple priorities within a fast-paced industrial or service environment. You will serve as a key liaison between Operations, Finance, Project Management, Field Service personnel, vendors, and customers to ensure efficient workflows, accurate documentation, and exceptional customer support.

Key Responsibilities

Invoicing & Billing Administration

• Prepare and process spare parts, field service, and repair invoices.
• Verify pricing, labor charges, travel costs, and supporting documentation for accuracy.
• Obtain required approvals and distribute invoices to customers in a timely manner.
• Maintain invoicing records and supporting documents within CRM systems and shared repositories.
• Ensure compliance with company billing procedures and customer requirements.

Work Order & Repair Management

• Create, maintain, and close repair work orders within CRM and ERP systems.
• Monitor repair activities and maintain accurate status updates and shop tracking reports.
• Establish and maintain repair documentation and asset records.
• Coordinate with repair teams to ensure timely completion of repairs and proper documentation.

Financial Reporting & Cost Tracking

• Support financial reporting activities by ensuring timely and accurate submission of operational data.
• Create and manage work orders in Microsoft Dynamics 365 Business Central for cost tracking and allocation.
• Track project-related costs and communicate cost allocations to project teams.
• Assist Finance with work order maintenance, monitoring, and closure activities.

Operations & Administrative Support

• Collaborate with field service personnel, repair teams, project managers, vendors, and Finance to support daily operations.
• Review and maintain the quality and accuracy of customer-facing reports and documentation.
• Collect and verify employee timesheets and enter data into company systems for payroll processing.
• Prepare reports, spreadsheets, presentations, correspondence, and other business documents.
• Generate weekly and monthly operational reports, including labor utilization and man-hour tracking.
• Maintain organized departmental records, contracts, compliance documentation, and files.
• Coordinate meetings, travel arrangements, field service itineraries, and contact lists.
• Assist with SAP Concur expense reporting and related administrative processes.
• Update customer, service, and project information within ERP and CRM platforms.
• Support inventory, logistics, purchasing, and vendor communication activities.
• Provide administrative support to Service Operations leadership and management teams.
• Perform additional duties and special projects as assigned.

Qualifications

Education & Experience

• High school diploma or equivalent required; Associate degree preferred.
• 3-5 years of administrative, operations support, or office management experience.
• Experience supporting field operations, industrial services, manufacturing, or similar environments preferred.
• Experience with SAP Concur expense management preferred.

Technical Skills

• Strong proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
• Experience utilizing ERP and CRM systems such as Microsoft Dynamics 365, SAP, Sage, or similar platforms.
• Strong reporting, documentation, and recordkeeping skills.

Professional Skills

• Exceptional attention to detail and organizational skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Professional customer service and stakeholder management abilities.
• Strong problem-solving and decision-making skills.
• Ability to work independently while collaborating effectively across teams.

Physical & Work Environment Requirements

• Primarily office-based position in a professional indoor environment.
• Regular use of computers, phones, and standard office equipment.
• Frequent sitting, standing, walking, and use of hands and arms.
• Occasional lifting of up to 25 pounds.
• Ability to travel occasionally, including overnight travel as business needs require.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Success Measures

Success in this role will be evaluated through:

• Accuracy and timeliness of invoicing activities.
• Effective work order management and documentation.
• Accuracy of financial reporting and cost tracking.
• Payroll and timekeeping accuracy.
• Compliance with recordkeeping standards and procedures.
• Internal and external customer satisfaction.
• Achievement of established performance goals and objectives.

*The annual salary range for this position is $50,000 to $80,000, depending on qualifications, skills, experience, and geographic location.

Join Burckhardt Compression (US) Inc. and play a key role in supporting operational excellence, financial accuracy, and outstanding customer service across our Service Operations team.