Engineering & Service Solutions Administrative Coordinator -Columbia PSI

Colmac; Denver, Northern (CO, KY); Hybrid; USD 46,000 - 58,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Dental insurance

Health insurance

Life insurance

Paid time off

Professional development assistance

Tuition reimbursement

Vision insurance

Job summary

Columbia Machine, Inc. is seeking an Administrative Coordinator to support the Engineering & Service Solutions (ESS) department in Denver. The role handles administrative systems, project administration, and customer-service processes for service workflows.

You will manage data entry in Dynamics CRM and BC, organize project folders, and coordinate travel for field technicians. Proficiency in MS Office and ERP familiarity are preferred; 1–3+ years' experience is desirable.

Qualifications

• High School Diploma or GED required; Associate degree preferred.
• Experience with administrative tasks in engineering/service environments is a plus.
• Familiarity with Dynamics 365 and BC ERP systems is beneficial.

Responsibilities

• Provide administrative support for ESS department and project administration.
• Maintain and organize customer files; data entry into CRM and ERP systems.
• Coordinate travel, time, and expense processes for engineers and service staff.
• Process service paperwork, time sheets, and warranty orders as needed.
• Support Field Service staff with scheduling and visa/passport assistance.

Skills

Clerical Secretarial

Written and Oral Communication

People and Phone Skills

Organizational

Computer/Technical

Education

High School Diploma or GED

Associates degree or equivalent experience

Tools

D365

BC (Business Central)

ERP

Job description

# Engineering & Service Solutions Administrative Coordinator -Columbia PSIPackaging Systems A Columbia Machine, Inc Company - Denver, CO 82016## OverviewSalary Range$46,000.00 - $58,000.00 SalaryPosition TypeFull TimeJob ShiftDayCategoryAdmin - Clerical## DescriptionAt 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* **Non-Essential Job Functions*** 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 billingsColumbia 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. To apply for this exciting career opportunity today, please apply online at www.columbiamachine.comJob Type: Full-timeBenefits:* 401(k)* 401(k) matching* Dental insurance* Employee assistance program* Flexible spending account* Health insurance* Life insurance* Paid time off* Professional development assistance* Referral program* Tuition reimbursement* Vision insuranceSchedule:* 8 hour shift* Day shift* Monday to FridayAbility to commute/relocate:* Denver, CO: Reliably commute or planning to relocate before starting work (Required)Work Location: In person