Service Manager Administrative Assistant

About the Role

Are you looking for more than just a job - a place where your contributions make a real impact, and your success is shared with your team? At Cogent, Inc. an employee-owned company, we're proud to offer exactly that. We are seeking a highly organized and adaptable Service Manager Administrative Assistant to provide comprehensive administrative support to our Service Manager and the broader service team. Our organization serves both industrial and municipal clients, specializing in sales, service, and fabrication of pumps, rotating equipment, control systems, and custom assemblies. We deliver both in-house and field services.

Key Responsibilities:

Customer & Project Support:

• Assist with preparation, service scheduling, tracking, and filing of service work orders, repair quotes, service reports, and customer documentation
• Support scheduling and dispatching field technicians and shop resources for service projects
• Communicate with customers regarding service scheduling, documentation, and follow-up
• Help track project progress, service metrics, and warranty claims
• Coordinate procurement and logistics for service materials, parts, and supplies
• Maintain organized digital and physical records for all service-related activities

Internal & Facilities Support:

• Support and assist with weekly technician timesheets and expense reports
• Support facilities maintenance tracking and coordination with internal stakeholders and vendors
• Help organize and maintain shared workspaces, inventory areas, and administrative supplies
• Assist with internal reporting, tracking job costing, and supporting safety compliance records
• Prepare internal communications, meeting agendas, and other documentation as needed

Skills & Qualifications

Required:

• High school diploma or equivalent required; Associate degree or vocational/technical background a plus
• 2+ years administrative experience in a service, technical, or industrial environment
• Familiarity with work order or service management systems
• Proficiency with Microsoft Office (Word, Excel, Outlook); strong spreadsheet skills a plus
• Excellent organizational, communication, and multitasking abilities
• Ability to work independently while coordinating across departments
• Comfortable working in both office and industrial shop settings

Preferred:

• Experience supporting teams working with pumps, motors, controls, or mechanical systems
• Knowledge of job costing or basic accounting principles
• Familiarity with industrial/MRO vendors and parts ordering processes
• Exposure to municipal bidding, invoicing, or service documentation requirements

Why Work With Us?

At Cogent, you're not just an employee—you're an owner. Our people make the difference; our shared values define us as a team and bring our vision to life. Together, our team of employee-owners is committed to helping build healthy and prosperous communities through creatively engineered solutions for our customers. We are a growing Midwest company that provides fluid processing solutions serving the local Industrial, Municipal, Commercial Building Trades, Oil and Gas markets through our family of trusted brands.

We Offer

• Employee Ownership (ESOP)
• 401(k) with Company Match
• Profit Sharing
• Medical, Dental, Vision & Life Insurance
• Generous PTO, Paid Holidays & Volunteer Time Off
• Career Development & Advancement Opportunities
• A Culture That Values Innovation, Collaboration, and Respect

Make Your Mark with Cogent

This is more than just an Administrative role—It's a chance to work in a company where your efforts are recognized, your voice is valued, and your professional growth is supported. As an employee-owner, you'll be part of a collaborative team that celebrates innovation, accountability, and shared success.

Apply today and help us build something exceptional—together

Required

• Familiarity with industrial/MRO vendors and parts ordering processes
• 2 year(s): Administrative experience in a service, technical, or industrial environment
• Familiarity with work order or service management
• 2 year(s): Administrative experience in a service, technical, or industrial environment

Preferred

• 1 - 2 years: Experience supporting teams working with pumps, motors, controls, or mechanical systems
• Knowledge of job costing or basic accounting principles
• Exposure to municipal bidding, invoicing, or service documentation requirements

Required

• High School or better in General Studies

Preferred

• Some college or better in Business Administration

Required

• Driver's License

Required

• Organizational Skills
• Effective Written Communication
• Effective Verbal Communication
• Dependability
• Decision Making
• Attention to Detail