Engineering & Service Solutions Administrative Coordinator -Columbia PSI

Columbia Machine World Headquarters

Denver (CO)

On-site

USD 46,000 - 58,000

Full time

5 days ago

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Benefits offered by this job

Health insurance

401(k)

Tuition reimbursement

Paid time off

Job summary

Columbia Machine, Inc in Denver, CO is seeking an Administrative Assistant to support the Engineering & Service Solutions department. You will implement administrative systems, manage service paperwork, and coordinate data entry in Dynamics CRM and BC ERP.

This full-time, day-shift role offers a comprehensive benefits package and opportunities to work cross-functionally with field service technicians, CPSI teams, and parts sales, contributing to efficient operations and excellent customer

Qualifications

High School Diploma or GED required.
Associates degree or equivalent experience preferred.
1-3+ years of work experience preferred.

Responsibilities

Assists CPSI with administrative duties.
Provides telephone support to Engineering Dept. when needed.
Maintains customer files and scans information into Columbia’s database.
Creates Project folders for ME and EE.
Maintains Engineering’s Daily Project Schedules.
Distributes month-end reports to managers.

Skills

Written & Oral Communication

Clerical Secretarial

People & Phone Skills

Organizational

Computer/Technical

Education

High School Diploma or GED

Associates degree or equivalent experience preferred

1-3+ years of work experience preferred

Tools

Microsoft Office

D365

BC (Accounting Software)

Job description

Job Details

Job Location: Packaging Systems A Columbia Machine, Inc Company - Denver, CO 82016

Position Type: Full Time

Salary Range: $46,000.00 - $58,000.00 Salary

Job Shift: Day

Job Category: Admin - Clerical

At Columbia we come to work every day driven by the belief that innovation can transform industries, empower communities, and create a more efficient, sustainable world.

With operations spanning five continents and a commitment to excellence in service and support, our purpose extends beyond engineering advanced equipment. We are pioneering innovation and paving a better tomorrow with factory automation solutions worldwide.

Summary

Provide essential administrative support for the Engineering & Service Solutions department (ESS) by implementing administrative systems, procedures and policies as well as administering engineering projects. Provides customer service support by assisting with service administrative processes and procedures. Scheduling outside service per communication with customers and field service technicians. Data entry of all associated time and travel expenses for service work into Dynamics CRM and Business Central. Supports CPSI Parts and Upgrades Sales Reps as well as CPSI Service Team with any travel arrangements, office administration or special projects (as needed).

Essential Duties and Responsibilities

Assists CPSI with administrative duties.
Provides telephone support to Engineering Dept. when needed and requested
Maintains customer files, scan customer’s information in Columbia’s database.
Creates Project folders for ME and EE
Maintains Engineering’s Daily Project Schedules (Mechanical, Electrical &Mold Engineering)
Distributes month end reports to managers
Collects mail and distributes
Provides telephone support
Manages the CPSI ECR-ECO process, as well as assists Engineering with the completion of requested changes.
Organizes and enters accurate data into Vault-tool (VT), BC (ERP), and Quote Manager (QM) databases
Processes Engineering equipment paperwork on all majors, daily sales orders, warranty orders with engineered items and distributes to the appropriate Mechanical and Electrical engineers
Develops and enters item masters, part numbers, descriptions, product structures and other order information into the ERP.
Records customer equipment data and order information into QM system.
Reads as well as routes correspondence and inquiries appropriately
Utilizes the Vault Tool to query existing drawings, part-numbers, etc. as well as checking out drawings and/or checking them in
Utilizes ERP to view and approve Engineering time and make adjustments as needed.
Contributes to customer satisfaction by supporting internal and external customer service
Provides comprehensive customer assistance via phone or email
Maintains a professional demeanor with customers and establishes a rapport to maintain overall customer satisfaction
Customer file maintenance
Utilizes Dynamics CRM to manage customer relationships; understand and documents internal and external customer needs and expectations
Communicates to appropriate team(s) when an expectation will not be met
Administrative support for ESS staff
Processes initial service paperwork and distributes to the appropriate person
Maintains the appointment schedule and travel arrangements for Field Service staff
Maintenance of Service Call (D365) database
Completes expense reports and credit card reconciliations for Engineering & Service staff
Reviews service team utilization records and prepares service billings
Process time sheets
Process credit card statements
Support for the ESS Manager
Completing expense reports and credit card reconciliations
Reviews department expense records
Processes warranty orders
Assist Field Service Technicians with obtaining necessary visas and passports
Contributes to team effort
Willing to attempt new assignments or fill in for others. Back up for Receptionist (as needed)
Enters Item Masters for CP & Electrical Engineers, Production Control, Purchasing, Parts Sales/
Supports Palletizer Engineering when needed
Other duties as assigned
Back up support for Parts and Warranty

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, skills and/or abilities

Knowledge-
- LEAN Principles
- Software
  - Microsoft Office (Word, Excel, PPT, Outlook)
  - D365
  - Accounting Software (BC)preferred
Skills-
- Clerical Secretarial
- Written and Oral Communication
- People and phone skills for internal and external customer interactions
- Organizational
- Computer/Technical
Abilities-
- Ability to foster and work within a team environment
- Ability to work on multiple projects at one time
- Ability to work under pressure and time constraints
- Good reading, writing, and oral communication skills
- Displays attention to detail and consistently follows Standard Work Instructions (when available) when completing tasks
- Demonstrates the qualities of a "Team Player" by accepting new responsibilities and filling in for other employees when needed
Education and/or Experience:
- High School Diploma or GED required
- Associates degree or equivalent experience preferred
- 1-3+ years of work experience preferred
- Familiarity with job costing as it relates to billings

Columbia offers a full benefits package including medical, dental, vision, prescription drug, life insurance, flexible spending accounts, short and long term disability, 401(k), incentive compensation, paid holidays, paid time off, and tuition reimbursement. Equal Opportunity Employer - Women and Minorities are encouraged to apply. Columbia does participate in E-Verify.

Job Type

Full-time

Benefits