Service Delivery Assistant

What will you do:

The Service Delivery Assistant provides essential operational and administrative support to the Service Department, with primary responsibility for billing preparation, order processing, and coordination with Finance. This role ensures that all service-related billing documents are complete, accurate, and compliant prior to invoice submission. Additionally, the position supports SAP order booking, parts supply coordination, customer and vendor documentation, procurement, and other service delivery activities to enable smooth operational execution.

How you will do it:

Billing Preparation and Documentation

• Gather, verify, and organize all billing requirements for service jobs, including:

  • Service Reports

  • Purchase Orders (PO)

  • Delivery receipts (DR)

  • Certificates of Completion (COC)

  • Other supporting documents

• Ensure that all documents are accurate, complete, and aligned with contract requirements prior to billing.

• Submit finalized billing packages to Finance for invoice processing and coordinate on any clarifications or corrections.

• Follow up proactively with Sales and Operations teams regarding pending billing documents to prevent delays.

• Report any billing‑related issues to the immediate supervisor for timely resolution.

• Participate in Accounts Receivable (A/R) collection activities when required.

SAP Order Booking and Management

• Support the creation and booking of orders for L&M (Labor & Materials) and PSA (Preventive Service Agreements).

• Ensure all service order requests are properly documented and accurately entered into SAP in accordance with company standards.

• Record and update service orders within designated timelines to support operational efficiency and on‑time revenue recognition.

• Regularly update service order statuses in SAP to ensure readiness for billing and prevent process delays.

Parts Supply Management

• Assist Sales and Operations teams in activities related to parts requirements, including price inquiries and shipment coordination.

• Provide timely and accurate parts pricing information to support decision‑making and customer communication.

• Coordinate with logistics providers for shipment tracking, follow-ups, and stakeholder updates.

• Maintain detailed records of price inquiries, price confirmations, and shipment information for transparency and traceability.

• Work closely with the service team to address urgent part needs, resolve issues, and ensure project timelines are met.

Customer/ Vendor Registration and Accreditation

• Gather, review, and validate all documentation required for new customer or vendor setup.

• Request creation, updates, and maintenance of customer master data in the ERP system.

• Prepare and submit documentation needed for vendor accreditation and compliance requirements.

Procurement & Administrative Support (BuySmart)

• Create Purchase Requests (PRs) in BuySmart for project‑related or administrative needs.

• Monitor approval flows, PO issuance, and ensure alignment with approved budgets.

• Coordinate with procurement, budget owners, and project teams to ensure timely and accurate processing of requests.

What we look:

• Bachelor’s degree in Business Administration, Office Administration, Accounting, or related field.

• Experience in service operations, billing support, or administrative coordination (preferred but not required).

• Basic understanding of billing processes, order management, and SAP or similar ERP systems is an advantage.

• Strong proficiency in Microsoft Excel, documentation management, and email communication.