Service Admin Assistant

About Us Cold Core Group is a dynamic leader in comprehensive refrigeration solutions for industrial and commercial clients. Our family of companies combines decades of expertise with in-house fabrication capabilities to deliver top-tier service, maintenance, and repair nationwide — always with a focus on quality, safety, and customer satisfaction. We're proud of our collaborative culture and are looking for people who want to grow with us. About the Role We're looking for a detail-oriented and proactive Service Administrative Assistant to join our team. In this role, you'll be a key operational backbone for our Service Department — keeping processes organized, vendors and customers informed, and our technicians equipped and compliant. If you thrive in a fast-paced environment, love checking things off a list, and take pride in doing things right the first time, this could be a great fit. What You'll Do Day-to-Day Operations Process purchase orders (Penny POs) and run PO reports; follow up on unreceived and aging POs Enter new vendors into Computer Ease and manage RMA tracking Unpack incoming UPS shipments and ship packages as needed Follow up on warranty claims and invoices on hold Identify and pursue opportunity work generated through EPSM and Safety Culture Safety & Compliance Support Track monthly, quarterly, and annual truck equipment inspections in Safety Culture Maintain current training records and manage ISN training allocations across companies Coordinate organization of annual Safety Day events for each region Schedule and track physicals and fit testing for all technicians Post weekly Toolbox Safety Talks in Safety Culture and follow through to completion Track certified gauges and maintain customer equipment parts data in Safety Culture Customer & Field Support Send daily PM reports in Safety Culture and advise customers of any detected issues Order parts and supplies for the company, including monthly oil sample bottles for distribution to technicians Assist with on-call rotation scheduling and send weekly reminders What We're Looking For High school diploma or GED required 2+ years of administrative experience, ideally in mechanical contracting or a related field Highly organized with strong attention to detail and the ability to juggle multiple priorities Clear, confident communicator — both written and verbal Self-starter who takes ownership and follows through without needing a lot of hand-holding Comfortable with Microsoft Office (Word, Excel, PowerPoint) Bonus Points Familiarity with OSHA regulations, safety programs, or compliance training Working Conditions This is an office-based role in a busy environment with regular foot traffic. You'll use standard office tools — computer, phone, and copier — on a daily basis.

Work Location:

In person