Job Title: Administrative Service CoordinatorJob Description
We are seeking an experienced Administrative Service Coordinator to provide exceptional customer service and support across various communication channels, including phone, email, and in-person. The ideal candidate will serve as the primary point of contact for service-related inquiries, coordinate with vendors, and manage the processing of orders. This role requires a strong understanding of Enterprise Resource Planning (ERP) systems and excellent communication skills.
Responsibilities
Provide exceptional customer service and support by responding to or coordinating all inquiries via phone, email, and in person, in an expedient and professional manner.
Serve as the primary point of contact for service-related calls.
Contact vendors, customers, and other departments to follow up on outstanding requests and documentation.
Maintain the repair schedule daily and provide status updates to customers and applicable departments.
Manage the processing of orders received via telephone, fax, mail, or the Internet in a timely and accurate manner.
Develop and maintain a strong operating knowledge of ERP systems including entering customers, opening orders, determining order and shipping status, evaluating inventory status, researching, and entering parts, invoicing, and issuing credits.
Communicate effectively with required departments to ensure parts can be researched and entered in orders, expedite requests can be fulfilled, and other order processing needs can be fulfilled quickly and efficiently.
Work with Field Service and Regional Sales Managers to coordinate the resolution of customer issues and help increase growth and customer satisfaction in their respective territories.
Assist others with administrative or clerical tasks and provide backup support for phone calls, tasks, and other job duties as needed.
Prepare reports, quotations, or other summaries and analyses as requested.
Acquire and maintain an understanding of the general processes, business practices, and products.
Seek continuous process improvements to enhance department productivity, customer satisfaction, and service performance.
Enter workshop employee labor hours from labor sheets.
Follow up on Maintenance Service Orders (MSOs) including issuing letters of abandonment.
Train all new staff in the operation of the telephone system and office equipment.
Notify the Service Center Manager in the event of office equipment or break area issues and coordinate proper entities to affect repair or replacement as directed.
Keep a record of staff and visitors signing in and out of the Service Center.
Ensure that the visitor's book and staff movement sheets are removed from Reception and taken to the outside meeting point in the event of an emergency.
Process and deliver internal and external mail daily, and manage deliveries.
Process invoices and prepare paperwork to ensure costs are allocated to the relevant departments.
Provide office supplies for staff and maintain adequate stocks, including ordering new supplies and identifying new suppliers.
Provide administrative and general support to the Service Center Manager.
Provide logistical support to meetings held in conference/training rooms, including preparation of the rooms and assisting in arrangements for catering provisions.
Participate and assist in the facilitation of weekly, monthly, and annual service meetings.
Essential Skills
2+ years of secretarial/administrative and/or clerical experience
2+ years of experience in a customer service environment
Proficient in Microsoft Office
High School Graduate or General Education Degree (GED)
Additional Skills & Qualifications
Experience working in a production/manufacturing environment is preferred
Prior experience with SAP is highly preferred
Experience with ERP (Enterprise Resource Planning) and CRM (Customer Relationship Management) systems
Associate's Degree (two-year college or technical school) is preferred
Must be customer and detail-oriented
Strong written and oral English communication skills
High degree of integrity, accountability, and dependability
Work Environment
The duties are primarily based in an office and manufacturing/warehousing environment. The role is a 3-4 month contract with working hours from 7am to 4pm, Monday through Friday.
Job Type & Location
This is a Contract position based out of Austin, TX.
Pay and Benefits
The pay range for this position is $20.00 - $23.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Austin,TX.
Application Deadline
This position is anticipated to close on Apr 30, 2026.
About Aston Carter:
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.
