Service Administrator

Black & McDonald Limited; Dieppe; On-site; CAD 38,000 - 54,000; Full time

Job summary

Black & McDonald Limited in Dieppe, NB is seeking a Service Administrator to support the Service and Project teams. The role focuses on administrative duties, ensuring procedures are followed and JD Edwards is kept up to date.

Responsibilities include dispatching work orders, creating purchase orders, weekly project time entry, and preparing quotes for customers. The ideal candidate will deliver professional customer service and assist with invoicing and project administration.

Qualifications

• Experience in customer service and client interaction.
• Administration experience is an asset.
• Knowledge of accounting and pricing/quotations is an asset.
• JD Edwards or similar CRM experience is an asset.

Responsibilities

• Support the service line by dispatching work orders and handling inquiries.
• Open and manage work orders, create POs, and process invoicing tasks.
• Enter purchase order requests and perform weekly project time entry.
• Prepare guided quotes to customers and support service projects.
• Provide administrative support to managers, supervisors, and technicians.

Skills

Communicates Effectively

Customer Focus

Holds Self and Others Accountable

Problem Solving and Innovation

Teamwork and Collaboration

Education

Administration Certificate/Diploma asset

Tools

JD Edwards

CRM software

Basware

Microsoft Office

Job description

If you are committed and collaborative professional looking to contribute to a hard-working, innovative team, this opportunity is for you.

The Service Administrator position is located in our Dieppe, NB office with a focus on supporting and facilitating the Service and Project team. This will be accomplished through performance of administrative duties ensuring that standard company procedures and specific instructions are followed. This role reports to the Administration Supervisor and is responsible for assisting in client database entry and maintenance in our computer-based program (JD Edwards). Duties and requirements include but are not limited to- professional customer service and phone etiquette, dispatching work orders, entering purchase order requests, weekly project time entry, preparing guided quotes to customers, managing the administration of service projects and supporting our project and service teams.

Summary of Duties:

• Support the service line (dispatch, opening work orders, creating PO’s, service calls and general customer inquiries)
• Engagement and support for NB service shared general inbox
• Life cycle for service agreements including agreement set-up, renewals, PM WO generation as well as required changes, deletions and cancelations
• Daily review of Basware (vendor invoices requiring review and corrections)
• Support for technician S4 recommendations (pricing/proposal generation, delivery to client, follow up for client approval and dispatch to assigned technician
• Support for NB service payroll, as required
• Administrative support for managers, supervisors and service technicians
• Manage PO RNV (purchase order-received not yet vouchered) report
• Respond to inquiries regarding accounts payable/receivable and assistance with invoice collection, as required

COMPETENCY REQUIREMENTS

• Communicates Effectively
• Customer Focus
• Holds Self and Others Accountable
• Problem Solving and Innovation
• Teamwork and Collaboration

EDUCATION REQUIREMENTS

• Administration Certificate/Diploma would be considered an asset, but not required

WORK EXPERIENCE REQUIREMENTS

• Previous experience in customer service and client interaction
• Administration experience would be considered an asset
• Knowledge and/or experience in accounting would be considered an asset
• Knowledge of pricing and quotation preparation and delivery would be considered an asset
• JD Edwards or similar CRM experience would be considered an asset

KEY ATTRIBUTES

• Energetic and Motivated-A motivated person is someone who has a strong desire to achieve a goal and is willing to do whatever it takes to succeed. They are usually very driven and focused, and they never give up easily. Motivated people are also typically very organized and disciplined. They are trusted by others, focused and have great confidence in their own abilities.
• An Organizer-You are known by those around you for your organizational skills--no detail is too small to be overlooked. You are trusted and take ownership of a task and report back on your progress. From goal setting through to execution you play an integral role in delivering high quality work in a deadline driven environment. You enjoy a blend of working in teams and working independently
• Detail Oriented-You are an individual who possesses a high level of attentiveness and precision in their work or activities. You are someone who pays close attention to the finer points, small elements and specific aspects of a task, project or situation. This quality involves being thorough, meticulous and careful in one’s approach with a focus on accuracy and completeness

SKILLS, ABILITIES, AND OTHER REQUIREMENTS

• Organization and time management
• Experience in an office setting
• Proficient in Microsoft Office applications
• Ability to work with multiple deadlines in a fast-paced environment
• Strong verbal and written communication
• Strong people skills with experience supporting customers and engaging with them on a regular basis