AdministratIve Associate - Level III - Service

We are looking for a talented Service Administrator to join our sales and service department in Richmond, VA

In this role, you will make an impact in the following ways:  

- This role will be responsible for supporting administrative functions for three branches: Richmond, Chesapeake, and Roanoke, VA. The position will be based at and report daily to the Richmond, VA branch.

-Strong organizational skills are required, along with proficiency in Microsoft-based programs. Prior administrative experience is encouraged.

- Identify customer’s needs, gathers pertinent information, provides quotes, develops claims, prepares repair plans and provides status updates to customers on repair work. 

- Create complex work orders including diagnostic plans, quotes and repair plans by determining the length of repair based on parts and labor availability; reviews plan with the Service Supervisor/Team Lead prior to customer contact. 

- Review work orders to ensure accuracy for invoicing and warranty. 

- Complete required training on a timely basis. 

- Adhere to all our relevant Health, Safety & Environmental policies, procedures and legislation and reports any issues / incidents to their supervisor. 

 

Key Responsibilities:

Provides administrative support by conducting research, preparing statistical reports and addressing routine to complex information requests. Gathers, compiles and verifies information and enters it accurately into documents such as reports, presentations or forms; and office systems such as databases or spreadsheets. Completes data collection, data entry and report generation on various departmental related activities. Performs associate functions as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings. Responds to, or redirects, routine to complex inquiries from external or internal sources about the organization/department, its activities, or processes so callers/visitors are answered promptly and accurately. Prepares documentation for payment of vendors, suppliers and other third parties as applicable; submits documentation and enters request for payments into accounting system; responds to inquiries from accounts payable and payees. Documents and maintains departmental policies and procedures. Participates as a team member on departmental related business improvement assignments and projects as needed.   Performs other routine to complex administrative activities as needed per the established procedures of the organization and/or department. Act as an informal resource for colleagues with less experience.

Competencies: 
Values differences - Recognizing the value that different perspectives and cultures bring to an organization. 

Action oriented - Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm. 

Communicates effectively - Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences. 

Customer focus - Building strong customer relationships and delivering customer-centric solutions. 

Ensures accountability - Holding self and others accountable to meet commitments. 

Plans and aligns - Planning and prioritizing work to meet commitments aligned with organizational goals. 

Data Analytics - Discovers, interprets and communicates qualitative and quantitative data; determines conclusions relying on knowledge of business or functional frameworks; simultaneously applies statistics, data validity, data visualization, and problem solving approaches to effectively extract meaningful patterns and business insights; presents conclusions and outcomes that enable data driven business decisions. 

Data Communication and Visualization - Constructs a tale of the business problem, root cause, solution options, and opportunities through illustrating data visually, including reports and dashboards. 

Education, Licenses, Certifications: 
High school diploma or certificate of completion of secondary education or equivalent experience to the extent such experience meets applicable regulations. 
This position may require licensing for compliance with export controls or sanctions regulations. 

Experience: 
Requires significant relevant work experience or specialized skills obtained through education, training or on-the-job experience.

This role will be responsible for supporting administrative functions for three branches: Richmond, Chesapeake, and Roanoke, VA. The position will be based at and report daily to the Richmond, VA branch.

Strong organizational skills are required, along with proficiency in Microsof