Service Administrator

A major global client of ours in the manufacturing industry has a need for a Service Administrative Coordinator in their Rockaway, NJ location. This is a permanent position, 100% onsite.

Job purpose

Administrative Coordinator provides general administrative support specifically for the Service/UE and Lab Departments.

Duties and responsibilities

• Provides assistance to staff, managers, and senior-level management as needed.
• Serves as liaison to the staff and/or customers for department requirements or support in the absence of department heads.
• Performs clerical duties, such as filing, faxing, answering phone calls, and responding to emails.
• Responsible for creating and distributing work orders in the SAP Program for the technicians as directed.
• Reviews all paperwork submitted by technicians in SAP for accuracy prior to processing and/or approval by the Service Manager.
• Provides follow-up as needed.
• Processes all invoices and distributes to customers.
• Collects, enters and maintains information to maintain department databases and records.
• Creates and distributes quotations, order confirmations, packing lists and purchase orders.
• Assists in the fulfillment of special projects as needed.
• Maintains UE inventory and handles all paperwork/SAP processing and activities associated with Used Equipment orders (e.g. DEA information).
• Creates and maintains material numbers and receives material/costs in SAP for Used Equipment.
• Maintains and distributes various service-related customer requirements (e.g. General Liability Insurance certs, IS Network contracts, OSHA Logs, EMR sheets, FONDO Certs etc.) when needed.
• Drafts and finalizes written correspondence and documentation for the office.
• Independently develops and prepares excel spreadsheets to report or analyze various required information.
• Handles ordering, placing and removal of refreshments when necessary for special in-house activities/customer visits in the Lab.
• Maintains accurate Customer Information.
• Works with accounting departments to assist with the process of following up with customers to resolve aging Service invoices.
• Maintains proficiency in software programs required (i.e. SAP, CRMI Excel).
• Enhances personal growth and professional development by participating in workshops, in-service meetings, and/or education programs.

Qualifications

• Associate’s degree and/or five years related experience preferred
• Strong SAP and CRM experience preferred
• Proficient in Microsoft Office
• Highly organized
• Analytical skills
• Excellent written and verbal skills
• Ability to establish priorities, work independently, and proceed with objectives with minimal supervision or immediate direction
• Strong interpersonal/communication skills
• Ability to manage difficult or emotional customer situations
• Effective problem-solving ability

Working conditions

• Requires the ability to occasionally work overtime.