Administrative Associate- Service Office in Bedford Park, Illinois at Atlas Toyota Material Handling, LLC

We are currently seeking a full-time Service Office Administrative Associate to join our team. This role serves as a key point of contact for customers and provides administrative support to the Service, Parts, and Sales departments. The ideal candidate is highly organized, customer-focused, and committed to delivering exceptional service to internal teams and customers.

Atlas First Access, part of the Atlas Companies, is an authorized Toyota Forklift Dealer committed to providing quality service, premium equipment, and innovative solutions for companies of all sizes.

Why You’ll Love Working at Atlas:

• A Strong, People-First Culture: At Atlas, we believe a strong commitment to excellence, our people, our core values, and professional development opportunities are what make our company great. We also enjoy bringing our teams together through events such as food trucks, BBQ’s, holiday parties, celebration lunches, and sporting events.
• Personal & Family Balance: We value personal/family time and are proud to offer a Monday-Friday schedule.
• Rest and Relaxation: Our associates receive generous paid time off AND 8 paid holidays.
• Comprehensive Benefits Package: This includes medical, dental and vision plans, with HSA and FSA options. Company-paid life insurance and short- and long-term disability plans are also provided, plus a 401(k) plan with company match.
• Career Growth Opportunities: We support professional advancement through tuition reimbursement benefits and internal growth opportunities.

Get to Know the Atlas Team:

• At Atlas, you’re not just starting a job-you’re building a career. Learn more about what we offer on our careers page below.

• Answer inbound customer service calls and relay service requests to the appropriate technician or dispatcher to ensure timely resolution.
• Receive and document customer service requests while maintaining accurate records and communication.
• Match work orders to corresponding invoices, ensuring all information is complete and accurate.
• Route invoices and supporting documentation to the appropriate departments for processing and approval.
• Scan, organize, and electronically file invoices and related documents within the company document management system.
• Collaborate with internal teams to address any customer concerns, special requests, and service-related needs.
• Communicate with customers to obtain purchase order numbers, approvals, and other documentation required for invoicing.
• Send customer invoices and supporting documentation in a timely and professional manner.
• Generate and distribute repair order invoices, including detailed descriptions of parts, labor rates, services performed, and customer information.
• Conduct business professionally and respectfully with customers, vendors, and coworkers.
• Perform other duties as assigned.

What You’ll Need to Succeed:

• High school diploma or equivalent required.
• Prior customer service, administrative, or office support experience preferred.
• Proficiency in Microsoft Office applications and business management software systems.
• Ability to multi-task and thrive in a fast-paced environment.
• Detail oriented.
• Strong customer service and organizational skills.
• Strong verbal and written communication skills with the ability to interact professionally and courteously.

Physical Requirements:

• This position is primarily performed in an office setting and involves prolonged periods of sitting and computer use. Occasional physical activities may be required, including, but is not limited to, standing, bending, crouching, twisting, pulling, pushing, and lifting (typically up to 50 lbs.), as needed.