Service Support Assistant III
About Vanderlande
Vanderlande is a global leader in logistics process automation, specializing in automated material handling systems for airports, warehouses, and parcel operations. Our innovative solutions help move millions of products and pieces of luggage around the world every day. With a strong focus on technology, collaboration, and continuous improvement, we are committed to delivering reliable solutions for our customers while providing meaningful career opportunities for our employees.
The Service Support Assistant III supports daily site operations by managing office administration, documentation, scheduling, and reporting. The role oversees payroll and subcontractor time validation, processes compliance-related credentials such as GOAA and SIDA badges and maintains accurate data in systems like Industry Safe and Maximo. This position also assists with procurement, onboarding, billing coordination, and site vehicle tracking while supporting the O&M Manager with various operational tasks. Overall, the coordinator ensures efficient, organized, and compliant operations across the O&M contract.
Job Duties and Responsibilities:
General administration of site: provide administrative assistance to management, respond to daily emails, create, and submit orders and maintain office supplies; take meeting minutes
Manage payroll reports; track employee time as related to overtime, certifying and vetting hours for approval by management before submittal to Payroll.
Collaborate with sub-contractors to ensure the billing hours are correct, while certifying invoices received are accurate.
Document management tracking, logging incoming and outgoing documents
Manage and schedule appointments and coordinate meetings.
Prepare monthly reports for the customer and Management team
Data entry on Industry Safe and Maximo CMMS.
Responsible for performing the GOAA Badge, CBP Seal GOAA Ground Transportation coordinator roles.
Coordinate and process SIDA badge applications and renewal paperwork.
Track site vehicle maintenance, including regulatory inspections, repairs, and certifications.
Assist the O&M Manager in general tasks, including but not limited to generating reports, presentations, securing subcontractors, filing, and organizing.
Collaborate with O&M Manager and Human Resources in onboarding new hires.
Generate PO requests and new vendor set-up
Work alongside the project buyer to purchase uniforms for employees
Collaborate with the Finance department to ensure all billing is correct and submitted properly
Plan holiday and employee engagement activities at the site
Participate in a weekly team meeting
All other duties determined by the management team in support of O&M contact and operations.
Requirements:
High School Diploma or GED certificate
2+ years of relevant Administrative or Office management experience in a high-energy office
Experience with Payroll Administration and MS Office proficiency (Word, Excel, PowerPoint)
Working knowledge of computers and equipment
Other Requirements:
Ability to pass 10-year background checks to the extent required by TSA and airport authorities is required.
Must be able to attain and sustain an Airport ID Badge/ CBP Seal.
Preferred Qualifications:
Bilingual, Spanish and English speaker.
Airport or Warehouse operations experience. Conveyor services or material handling services experience.
Strong client interface and professional presentation is preferred
Experience in support of operation and maintenance projects.
File Maker Pro is a plus
Work Environment & Physical Requirements:
An employee must meet the physical demands described here to perform the essential functions of this job successfully. While performing the duties of this job, the employee is frequently exposed to the baggage handling system, mechanical parts, and vibration. The noise level in the work environment and job sites can be loud.
Position Type/Expected Hours of Work:
Full-time position; 24/7 operation; Monday-Friday. Overtime and weekend work are common.
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Reasonable accommodations may enable individuals with disabilities to perform essential functions.
Vanderlande is a market-leading, global partner for future-proof logistic process automation in the warehousing, airports and parcel sectors. Its extensive portfolio of integrated solutions – innovative systems, intelligent software and life-cycle services – results in the realisation of fast, reliable and efficient automation technology.
The company focuses on the optimisation of its customers’ business processes and competitive positions. Through close cooperation, it strives for the improvement of their operational activities and the expansion of their logistical achievements.
Established in 1949, Vanderlande has more than 11,000 employees and a turnover of 2.3 billion euros.
Toyota Industries Corporation (TICO) acquired Vanderlande in 2017 to cement its global leading position within material handling. It aims to achieve this by increasing its presence in all integrated and automated projects, and capitalising on the synergies between the organisations and the added value they offer to the market.
TICO therefore launched the Toyota Automated Logistics Group (TALG), which consists of Toyota L&F, Bastian Solutions, Vanderlande and viastore. TALG is a global partner for integrated logistic process automation, with its group companies collaborating under the guiding principle: for every challenge, a reliable solution.
In May 2025, Vanderlande completed the acquisition of Siemens Logistics' operations outside the USA and in doing so welcomed more than 2,000 new employees. The acquisition supports the company’s strategic ambition to accelerate its growth in automated logistics, particularly strengthening its capacity to deliver baggage, cargo and digital airport solutions.
