Administrative Assistant - Service Department

Service Administrative Assistant

Company Background:

Since our founding in 1883, UltraSource has served the processing and packaging equipment needs of thousands of companies worldwide in the meat and poultry, seafood and produce industries. Our comprehensive offering includes hundreds of products that enable us to custom tailor equipment solutions that meet the production line objectives, labor goals, budget constraints and brand image of our customers.

Summary: Work across Service and Accounting in an administrative role.

SERVICE: Provide administrative support to the Service department fielding customer calls, routing CRM leads to the appropriate technician, providing estimates to customers and invoicing completed jobs.

ACCOUNTING: Process all incoming payments and secure revenue by verifying and posting receipts and assisting the Accounts Receivable Manager with reporting and data analytics of incoming funds.

Essential Duties and Responsibilities:
•  Distribute/Assign Microsoft Dynamics CE leads to available technicians to ensure customers are contacted within a reasonable amount of time (
•  Assist department manager with complete service reports as well as invoicing completed service visits.
•  Answer customer calls and assist with creating CE leads and estimates; manage/organize estimates and other documentation for the service department.
•  Process invoices for customer accounts.
•  Apply cash receipts appropriately within the accounting system.
•  Support the AR Manager with the monitoring of delinquent accounts; making collection calls.
•  Assist the AR Manager with reporting and analysis on financial data and metrics on AR.
•  Assists employees, vendors, clients and customers with questions related to AR services.
•  Other duties as assigned. Requirements:
•  Must be able to perform well under stress.
•  Highly detailed and organized; timelines and deadlines are critical.
•  Ability to be a critical thinker and make decisions based on available information.
•  Strong verbal and written communication skills.
•  Analytical skills to prioritize workload and reporting a plus.
•  Bilingual skills a plus but not required. Education and/or Experience:
•  Associates degree or equivalent education or higher preferred.
•  Experience with ERP and CRM software, MS Dynamics preferred.
•  Excellent interpersonal skills and communication with both internal teams and customers.
•  Ability to work independently and also function as a member of a coordinated team.
•  Intermediate technological and MS Office skills (Outlook, Word, Excel, Teams). Physical Demands: While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee must occasionally lift and/or move up to 25 pounds. The employee is required to climb stairs, stoop and kneel. Specific vision abilities required by this job include close vision, distance vision, color vision and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment: The work environment is usually moderately quiet and is climate controlled.