Office Administrator

Western Microsurgical specializes in the sale, service, maintenance and repair of Leica surgical microscopes, serving hospitals, surgery centers, and physicians in the specialties of ENT, Plastics, Ophthalmology and Neurosurgery.

The Service Administrator plays a key role in supporting the daily operations of the service team. This position is responsible for accurately filling and tracking orders for field service technicians, maintaining organized inventory records, and providing administrative support to ensure efficient scheduling, communication, and documentation within the service department.

• Responds independently to assigned tasks and projects.
• Receive, process, and prepare parts, materials, and equipment orders for field service technicians.
• Coordinate with the warehouse or purchasing team to ensure timely availability and delivery of required items.
• Track and document inventory levels; report shortages or discrepancies promptly.
• Maintain accurate records of materials issued, returned, or replaced in the field.
• Assist technicians with order-related inquiries and ensure they have the resources needed to complete service calls efficiently.
• Provide administrative assistance to the Service Manager and department staff, including scheduling, data entry, and document preparation.
• Manage service records, work orders, and customer files in accordance with company standards.
• Process and track invoices, purchase orders, and warranty claims as required.
• Support communication between the service department, customers, and internal teams to ensure smooth operations.
• Supplies excellent level of customer service using clear and concise communication skills.
• Ensures that all service parts requested by the service team have been ordered and are accounted for.  This includes the shipping, receiving, and billing of all parts included in an order.
• Adding new products into our accounting program, QuickBooks, to insure proper cost and coding.
• Ensures that invoices are being sent in a timely manner through our accounting system.
• Ensures that all service technicians have fully stocked trunk stock of parts in their possession to ensure service repair is performed in a swift and timely manner.
• Assists the Business Service Manager with ongoing projects.
• Performs all other duties as assigned by management.

• Associates or bachelor’s degree required.
• Previous experience in service coordination, administrative support, or inventory/order management preferred.
• Strong organizational skills and attention to detail.
• Excellent communication and customer service skills.
• Proficiency in Microsoft Office and experience with service management or ERP systems (e.g., SAP, ServiceTitan, NetSuite, etc.) is a plus.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong customer service skills.
• Self-starter who works well independently
• Desire to be proactive and create a positive work environment for others.
• Excellent time management skills and ability to multi-task and prioritize work.
• Comfortable working in a fast-paced office environment.
• Superior organization skills and dedication to completing projects in a timely manner.

Position Hourly Pay :

$32.50/hour

Colorado passed a Pay Transparency Law which requires Colorado based hiring to include a compensation range on each job posting. This compensation range is presented in good faith for candidates that are hired in these roles will be presented a salary within the range stated on the job posting. 

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