Administrative Assistant, Parts & Service

Description

 What's in it for you?

• Mon-Fri 8am-5pm
• Medical, Dental, Vision, HSA
• Profit Sharing
• 401K with match
• Paid Time off & Holidays
• Life, long-term and short-term disability Insurance
• Clean and safe work environment. 

The Parts & Service Admin is responsible for assisting customers' inquiries and concerns, recommending service alternatives, processing refunds, and escalating high-level complaints for immediate resolution.

1. Receive and fill orders for parts. 
2. Canadian Orders – completing commercial invoices and TSF Forms
3. Fill customer orders from stock and place orders when requested items are out of stock.
4. Complete customer quotes in a timely manner.
5. Assist customers, such as responding to customer complaints and updating them about back-ordered parts.
6. Update RRI log, as and when necessary.
7. Communicate with customers about “past due” invoices.
8. Request quotes, place orders, and invoice on customer portals – Danfoss, Honeywell, Howden, Ariba and Coupa.
9. Manage shipments in USA, Mexico and Canada via UPS and Logistic companies.
10. Advise customers on substitution or modification of parts when identical replacements are not available.
11. Annual Stock take
12. Monthly Reports : Job Costing Report, Respirator Log Report and Proposal Report.
13. Annual Report : End of Year Sales
14. Arrange Annual Fire Extinguisher Inspection.
15. Manage phone calls and requests from Area Managers.
16. Manage invoice “indexing” on a daily/weekly basis.
17. Perform other duties as assigned.

Requirements

Required Skills & Abilities:  

• Proficiency in Outlook, Excel and Word
• Effective and efficient time-management and organizational skills.
• Excellent critical thinking, problem-solving ability, and attention to detail.    

Education & Experience:

• High school diploma or equivalent required.
• Diploma in relevant vocational training or successfully completed related apprenticeship.
• Three years of experience in parts and service preferred. 

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 30 pounds at a time. 
• Must be able to climb ladders and stairs.
• Frequently required to stand; walk; push; pull; reach with hands and arms; stoop; kneel; and crouch.