Coordinator - Service

MacAllister Machinery Co., Inc.; Shelby Charter Township (MI); On-site; USD 35,000 - 50,000; Full time

Job summary

MacAllister Machinery Co., Inc. in Shelby Charter Township is looking for an Administrative Assistant to support the Service Department. The role involves filing, answering phones, processing orders, and maintaining records. Key responsibilities include handling invoices and assisting in payroll management.

The ideal candidate should have 1 to 3 years of clerical experience, excellent communication skills, and proficiency in Word and Excel. Opportunities for professional growth in a supportive environment are included.

Qualifications

• 1 to 3 years of general clerical experience.
• Strong understanding of departmental metrics and 6 Sigma.
• Ability to maintain professionalism with customers and peers.

Responsibilities

• Performs general secretarial duties including typing and filing.
• Codes and processes invoices and tracks fuel usage.
• Maintains petty cash and coordinates daily work assignments.
• Assists in preparing for staff meetings and budgets.

Skills

Excellent communication skills

Excellent customer service skills

Computer skills (Word, Excel)

Problem-solving abilities

Detail-oriented

Multitasking abilities

Education

High school education or equivalent

Job description

Objective

Position performs administrative duties for the Service Department of the Engine or Heavy Equipment Shop. The Administrative Assistant files, answers phones, and performs other clerical duties as required. Duties also include processing orders and time cards, processing invoices from suppliers, maintaining records, updating service manuals, and maintaining office supplies.

Responsibilities

• Performs the general secretarial duties of the department including such items as typing, filing, copying, telephone coverage, mail, greeting and assisting customers, and other clerical functions as assigned.
• Completes the coding of expense sheets, processes outside purchase orders, and orders parts. Is also responsible for completing Performa invoices and collecting COD invoices. Updates COD jobs daily to ensure all time, outside work, parts and shop supplies are applied. Obtains manager’s approval and files all documents. Codes time as either flat rate or time and materials.
• Codes and processes invoices for heavy fleet fuel bill for all branch locations. Tracks and maintains fuel usage for tax reporting data.
• Assigns time designated to specific jobs and the appropriate job number. Verifies all time is accounted for by checking labor recap; completes the payroll sheet and sends it with time cards to payroll. Tracks employees' vacation and personal leave days.
• Maintains petty cash and cash drawer, processing expense books when cash is paid. Updates service report records and manages office supplies. Reviews department expense accounts ensuring accuracy.
• Coordinates all daily work ensuring that it is forwarded to the appropriate area (i.e. problem jobs are given to the service writer or team lead to approve).
• Maintains all DOT files and completes accident reports. Coordinates DOT re-certifications and submits them to State agency. Coordinates DOT drug screenings.
• Maintains the reputation of the department and division in terms of professionalism, courtesy, appearance, and customer service.
• Assists the shop service manager in preparing for staff meetings, budgets, and objectives.

Qualifications

• Knowledge, skills, and abilities typically acquired through a high school education or the equivalent.
• 1 to 3 years of general clerical experience or the equivalent, previous personnel and accounts receivables and payables experience desired.
• Excellent communication skills including verbal, non-verbal, written, and listening skills.
• Solid understanding of work area metrics that corresponds to departmental dashboard. Accepts responsibility for improving the results and metrics within their control.
• Understands the value of 6 Sigma in improving the workplace and is a good contributor when asked.
• Exhibits many basic problem solving skills within the scope of personal work area such as identifying problems, seeking others' opinions, offering solutions, and following through. Offers solutions for improving the work place.
• Excellent customer service skills. Responds to customer requests with a sense of urgency. Treats customers as his/her highest priority. Takes personal responsibility when dealing with customers, keeping commitments and doing what he/she said they would do.
• Excellent computer skills, including experience using Word, Excel, and database systems.
• An excellent knowledge of the product market with a strong knowledge of the product, as well as a strong respect for the Caterpillar influence.
• Strong multitasking abilities, detail-oriented, and self-motivated.
• The ability to uphold professionalism with both internal and external customers, including personal appearance and friendly, courteous treatment of peers, subordinates, and customers.

The duties and responsibilities described here are not a comprehensive list, and the scope of the job may change as necessitated by business demands.

MacAllister Machinery Co Inc. is an Equal Opportunity Employer (EEO)