Administrative Assistant - Service Las Vegas, NV
Southland Industries Inc., Las Vegas, NV, United States
Position Summary
The Mechanical Service Administrative Assistant (Temp-to-Hire) plays a key role in supporting day-to-day service operations by managing purchasing activities, issuing and tracking purchase orders (POs), and ensuring accurate administrative support across the service function. This position partners closely with Service Coordinators, Technicians, Accounting, and vendors to ensure materials, documentation, and processes flow efficiently.
Note: This role is structured as a temporary-to-hire opportunity, with an initial assignment period of 6 months, and the potential for conversion to a full-time position based on performance, business needs, and overall fit.
Position Details
Service Purchasing & PO Management
Issue and manage purchase orders (POs) in support of Service Coordinators and Technicians across the division (currently focused on Nevada, Arizona, and Utah)
Create multiple POs as needed for refrigerant, truck stock, and individual service orders
Issue POs for Fire Service vendors and ensure proper documentation and tracking
Order parts and materials tied to active service orders, ensuring timely delivery
Fulfill material requests from Service Coordinators and Technicians as needed
Maintain visibility by copying Project Coordinators on service-related POs during the initial transition period
Materials Management & Logistics Support
Assist with staging parts and materials for service jobs and technician needs
Support receiving deliveries, verifying accuracy, and organizing materials
Assist with parts returns, including wrong parts, excess materials, and warranty items
Process warranty claims and coordinate with vendors for replacements or credits
Service Order & Invoice Support
Partner with Accounting to resolve service invoice discrepancies, including:
Missing purchase orders
Duplicate invoices
Unidentified or mismatched charges
Ensure proper PO alignment to support timely invoice processing
Operational & Administrative Support
Provide backup reception coverage during lunch periods or staff absences, as needed
Maintain organized records of POs, orders, returns, and vendor communications
Support continuous improvement of service purchasing processes
Qualifications
High school diploma or equivalent required; associate degree preferred
2+ years of administrative, purchasing, or service coordination experience (mechanical/HVAC or construction environment preferred)
Experience with purchase orders and invoice processing
Strong attention to detail and organizational skills
Ability to manage multiple priorities in a fast-paced environment
Proficiency in Microsoft Office and ERP systems
Ability to lift, carry, and transport materials up to 50 lbs on a consistent basis
Ability to move between office and warehouse/shop environments
Benefits
401(k) plan with 50% company match (no cap) and immediate 100% vesting
Medical, dental, and vision insurance (100% paid for employee)
Annual bonus program based upon performance, achievement, and company profitability
Term life, AD&D insurance, and voluntary life insurance
Disability income protection insurance
Pre-tax flexible spending plans (health and dependent care)
Paid parental leave
Paid holidays, vacation, and personal time
Training/professional development opportunities and company-paid memberships for professional associations and licenses
Wellness benefits
Southland Industries and all its subsidiaries are an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing our employees with a safe work environment free of discrimination and harassment. All employment decisions at Southland Industries are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion or belief, gender, national origin, ancestry, age, disability, medical condition, marital status, family care or medical leave status, veteran status, or any other status protected by the laws or regulations in the locations where we operate. Southland Industries will not tolerate discrimination or harassment based on any of these characteristics.
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The Mechanical Service Administrative Assistant (Temp-to-Hire) plays a key role in supporting day-to-day service operations by managing purchasing activities, issuing and tracking purchase orders (POs), and ensuring accurate administrative support across the service function. This position partners closely with Service Coordinators, Technicians, Accounting, and vendors to ensure materials, documentation, and processes flow efficiently.
Note: This role is structured as a temporary-to-hire opportunity, with an initial assignment period of 6 months, and the potential for conversion to a full-time position based on performance, business needs, and overall fit.
Position Details
Service Purchasing & PO Management
Issue and manage purchase orders (POs) in support of Service Coordinators and Technicians across the division (currently focused on Nevada, Arizona, and Utah)
Create multiple POs as needed for refrigerant, truck stock, and individual service orders
Issue POs for Fire Service vendors and ensure proper documentation and tracking
Order parts and materials tied to active service orders, ensuring timely delivery
Fulfill material requests from Service Coordinators and Technicians as needed
Maintain visibility by copying Project Coordinators on service-related POs during the initial transition period
Materials Management & Logistics Support
Assist with staging parts and materials for service jobs and technician needs
Support receiving deliveries, verifying accuracy, and organizing materials
Assist with parts returns, including wrong parts, excess materials, and warranty items
Process warranty claims and coordinate with vendors for replacements or credits
Service Order & Invoice Support
Partner with Accounting to resolve service invoice discrepancies, including:
Missing purchase orders
Duplicate invoices
Unidentified or mismatched charges
Ensure proper PO alignment to support timely invoice processing
Operational & Administrative Support
Provide backup reception coverage during lunch periods or staff absences, as needed
Maintain organized records of POs, orders, returns, and vendor communications
Support continuous improvement of service purchasing processes
Qualifications
High school diploma or equivalent required; associate degree preferred
2+ years of administrative, purchasing, or service coordination experience (mechanical/HVAC or construction environment preferred)
Experience with purchase orders and invoice processing
Strong attention to detail and organizational skills
Ability to manage multiple priorities in a fast-paced environment
Proficiency in Microsoft Office and ERP systems
Ability to lift, carry, and transport materials up to 50 lbs on a consistent basis
Ability to move between office and warehouse/shop environments
Benefits
401(k) plan with 50% company match (no cap) and immediate 100% vesting
Medical, dental, and vision insurance (100% paid for employee)
Annual bonus program based upon performance, achievement, and company profitability
Term life, AD&D insurance, and voluntary life insurance
Disability income protection insurance
Pre-tax flexible spending plans (health and dependent care)
Paid parental leave
Paid holidays, vacation, and personal time
Training/professional development opportunities and company-paid memberships for professional associations and licenses
Wellness benefits
Southland Industries and all its subsidiaries are an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing our employees with a safe work environment free of discrimination and harassment. All employment decisions at Southland Industries are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion or belief, gender, national origin, ancestry, age, disability, medical condition, marital status, family care or medical leave status, veteran status, or any other status protected by the laws or regulations in the locations where we operate. Southland Industries will not tolerate discrimination or harassment based on any of these characteristics.
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