Primary Function: The Service Administrative Assistant is required to field phone calls, create and dispatch service calls, process faxed or emailed service requests, ship and receive service related parts, issue, monitor and fulfill purchase orders for service personnel,inventory service related materials and process service tickets.
Authority: The Service Administrative Assistant has the authority to created service calls and dispatch them accordingly. He/She also has the authority to issue purchase orders as needed for service project fulfillment.
Reports to: The Service Administrative Assistant reports to the Service Manager.
Positions reporting to the Service Administrative Assistant: The Service Administrative Assistant coordinates their respective activities with the Service Manager and Service Administrator.
Qualifications:
Education: High school diploma or equivalent
Experience: Construction company experience a plus.
Language: Able to read and write English as their primary language
Physical: Able to sit for extended periods, pick up packages up to 40 lbs.
Licenses: Valid California Drivers License.
Analytical: Basic working knowledge of computers, Microsoft Word and Excel. Acute attention to detail, ability to work independently, understand and follow written and verbal instructions.
Principal Duties/Responsibilities:
1. Answer incoming phone calls in a courteous and professional manner.
2. Responds to and investigates service customer inquiries, concerns, and issues via phone, fax , mail and e-mail in a timely and courteous manner.
3. Creates call tags per customer’s request, assigns a service tech and dispatches them accordingly.
4. Organizes and maintains file system; files correspondence and other records as necessary.
5. Process service tickets and creates invoices as necessary.
6 Schedules and dispatches service techs per tri annual service agreements and regular service calls as necessary.
7. Effectively communicates customer issues and concerns to all applicable internal and external staff members.
8 Maintains working knowledge of products and or/services.
9. Prepares, issues and monitors purchase orders for both “in house” (for stock parts) and supplied parts from vendors for service related materials.
10. Receives ordered service related materials, both physically and electronically and stages inventories as needed.
11. Stocks and maintains service inventory parts as designated by the Operations Manager.
12. Insures the prompt return of cores required by vendors.
13. Performs other duties as assigned by your supervisor.
|
