Administrative Assistant

About Veeco
You probably don’t realize it, but what we do at Veeco touches the lives of every person, every day. It’s a bold statement, but it’s true. From the smartphones in our pockets that access the world’s collective knowledge, to the cloud-based services where all that information lives, to high-speed wireless communication and computing power needed to drive artificial intelligence, augmented and virtual reality, gaming and so much more, our technology is all around us. 
 

We design, develop, manufacture, and service highly complex, cutting-edge machines used by our customers to create the essential devices that drive the digital age, connect the world, and improve the human experience. Along with the world’s leading technology companies, many of which are household names, we help solve their most difficult material science challenges, enabling technologies for a more connected, sustainable, and convenient world.
 

We’re looking for material difference-makers to join our growing team. Interested? Learn more at www.veeco.com/careers.

Overview:

The Service Administrator plays a vital role in ensuring the success of daily operations by supporting the Service team through cross-functional collaboration, data management, and administrative coordination with departments across the organization. This individual upholds business processes, meets critical deadlines, and helps track key performance indicators. The ideal candidate demonstrates sound judgment, clear communication, and a commitment to customer excellence and continuous improvement while supporting senior leadership globally—including executive-level presentations—with professionalism, reliability, and discretion.

Duties and Responsibilities:

Service Operations Administration

• Accounts Receivable Management (collaborating with Credit & Finance to resolve outstanding issues)
• SFDC Management (entering run rates and cleaning opportunities as guided by managers)
• Service Product Quote Development
• Fixed Asset Management (using Reftab)
• VSP/SAP Contract Management (reporting and managing expirations)
• Travel Approvals and Booking (ensuring accuracy and timeliness to reduce costs)
• Safety/Training/Documentation Management (reporting and follow-up)
• Microsoft Dynamics 365 Field Management (managing service orders with timely and accurate reporting, opening, and closing)
• Service Work Order/Time Entry Training (acting as a backup to the current overseas admin)
• Cost Center Opex (running reports as requested and providing management analysis on spending, in collaboration with Finance)
• Utilization Analysis (assisting management)
• Quality and I&W Material and Labor Hours Charging (running weekly reports, flagging unopened OBQs for each material entry, flagging overruns versus goals, in collaboration with Operations)
• Customer Report Card Management (managing weekly reports, analysis, action plan receipt, and timely CRC entry)
• Maintaining AIs and following up on all action items from staff meetings, ops reviews, internal reviews, and customer meetings (ensuring timely completion)

Cost Management Administration

• Vendor and Purchase Requisition Creation (including follow-through)
• Supplier Invoice Management (ensuring 100% accuracy and timeliness)
• T&E Report Audits (as needed)
• Cell Phone Management
• Contract Consumption Analysis and Contractor Timesheet Verification
• Contract Cost Analysis

Customer Management Administration

• Coordination with Customers (resolving open issues related to logistics, customer badging, etc.)
• Manpower Planning Updates
• Analytics Work for Service Operations, Field Services, and FPS
• Parts Expedition/Shipment Management (ensuring timely shipment and escalation of extended lead time upgrades/tool down parts)
• Collaborating with the Corporate Business Intelligence Analyst to improve the design, development, and implementation of robust systems for collecting, cleansing, and analyzing data from various systems and databases

Qualifications:

Relevant experience or degree, with a minimum of 5 years of experience as an administrative assistant or clerk is required. Knowledge of ERP systems and related technologies (SAP, Salesforce, Ariba, Chrome, Excel, Word, PowerPoint)is preferred.

Knowledge, Skills & Abilities:

• Keen attention to detail
• Strong communication skills, with the ability to distill information to wide audiences
• Excellent time management and organizational abilities
• Ability to multitask and consistently meet deadlines

The expected salary range for this position is $64,000—$81,000, plus a bonus opportunity. We will consider your location, experience, and other job-related factors when determining your pay. If your salary requirements exceed the advertised range and you remain interested in Veeco, we encourage you to apply or email your resume to recruiting@veeco.com.

Other benefits include:

• Medical, Dental, and Vision
• Employee Stock Purchase Plan (ESPP)
• 401(k) with Company Match
• Holiday, Vacation, and Sick Time
• Flexible Spending Accounts (FSA)
• Commuter Benefits
• Life and Accident Insurance
• Disability Insurance
• Tuition Reimbursement
• Employee Assistance Program (EAP)
• Identity Theft Remediation
• Emergency Travel Assistance

Veeco is an equal opportunity employer. We evaluate applicants without regard to race, color, religion, sex, age, national origin, disability, veteran status, genetic information, and other legally protected characteristics. Veeco is committed to working with and providing reasonable accommodations to individuals with disabilities.

Notice to Applicants:
All communication about open positions and hiring will come from someone with a @veeco.com email address. You will always have multiple interviews and meet several team members (in-person or virtually) before we present an offer. We may also check references or conduct a background investigation as part of the offer process. We will never ask you for money for any reason, especially to send equipment or for pre-employment training. If you have any questions or concerns, or if someone has reached out to you and you think it might be a scam, please get in touch with us at recruiting@veeco.com.