Job Description
Job DescriptionPOSITION SUMMARY:
With minimum supervision, responsible for administrative duties of broad scope and complexity requiring independent judgment and familiarity with applicable procedures. Effective interpersonal, verbal, and written skills; versatile to interface at all levels of the organization.
RESPONSIBILITIES
- Following established procedures, perform a variety of Back Office administrative responsibilities.
- May be required to perform some or all the following:
- Administers and process customer purchase orders by reviewing Customer Service Administrators’ flow down instructions for product requirements to existing terms and conditions of purchase orders or maintenance agreements.
- Establishes and maintains relationships with customer facing teams through courteous and efficient servicing of customer requests. Maintains regular communication with customer facing teams and responds to external customer service issues.
- Prepares, and submits correspondence in response to customer requests. Maintains an appropriate level of confidentiality regarding customer and company matters
- Generates and process of standard spares quotes in a timely manner and coordinates with price estimating. Reviews pricing for reasonableness, submits quotations/proposals for customer review
- Coordinates with various functions of the company (e.g. Customer Service Administrators, quality, shipping/receiving, accounting, Account Managers, planning and shop personnel) on customer issues. Prioritizes requests and commits to reasonable production and/or provisioning lead-time.
- Enter and manipulate data on spreadsheet, data base or file management programs and perform a broad range of typing projects with high degree of accuracy and speed.
- Manages customer portals, including downloading purchase orders, updating purchase order status, and expedite requests
- Set priorities and procedures for accomplishing work. May be required to delegate portions to others or help and support to others.
- Collect data, conduct research, and compile information using a variety of mathematical calculations for a broad range of reports and projects.
- Conduct inquiries into specific problems, such as delays, to ensure objectives are being met.
- Communicate potentially negative situations to management in a constructive manner.
- Read mail, highlight action or important items, attach relevant files or information before distributing. Respond to routine correspondence or draft routine responses for review and signature.
- Ability to accurately type 55 wpm, where applicable. Personal computer skills required.
JOB REQUIREMENTS:
- Minimum of three years of increasing in complexity of administrative duties related office experience or demonstrated ability to perform described responsibilities
- High School diploma or education certificate in applicable functional area preferred.
- SAP knowledge is preferred.
- Thorough knowledge of office equipment, administrative procedures and/or terminology in functional area.
- Proficient with Microsoft Suite software.
- Must demonstrate effective verbal, written and interpersonal communication skills.
- Ability to work effectively with others and be a participative team player.
- Ability to navigate customer portals, retrieving orders, updating portals with Parker promise dates, and managing portal backlog accuracy, including delivery dates, quantities, and price.
- Excellent Microsoft Excel skills, including Formula, Vlookup, and pivot table.