Service Administrator

Witmer Public Safety Group; Abbottstown (PA); On-site; USD 32,000 - 46,000; Full time

Job summary

Witmer Public Safety Group in Abbottstown, PA is seeking an organized administrative support specialist for the Service Team. The role handles records for SCBA, Gas Meters and related products, processes billing, creates sales orders, and provides customer service for service activities and paperwork.

Onsite hours are 8 am to 5 pm, Monday through Friday. The ideal candidate has an associate degree or two years of related experience and proficient use of Word, Excel, Outlook and NetSuite, with

Qualifications

• Associates degree or two years related experience required.
• Strong knowledge of Word, Excel, Outlook and ERP systems.
• Ability to work independently and meet deadlines.

Responsibilities

• Answer phones and provide information/assistance.
• Process paperwork for service manager and department.
• Create sales orders and purchase orders for the service department.
• Submit billing within 24 hours of paperwork.
• Monitor service part inventory in ERP system.
• Update SCBA and Gas Meter service lists and schedules.
• Maintain open orders and coordinate with technicians weekly.
• Provide certifications/flow charts to customers on request.
• Assist with NetSuite & FSM data entry.
• Stay updated on MSA requirements affecting service.
• Assemble and mail service literature to potential customers.
• Comply with Witmer Public Safety Group policies.
• Perform other duties as assigned by management.

Skills

Office administration

Microsoft Word

Microsoft Excel

Microsoft Outlook

NetSuite ERP

Scheduling software

Customer portals

Prioritization

Independent worker

Communication skills

Education

Associate degree

Two years experience

Tools

NetSuite ERP

Service scheduling software

Customer portals

Job description

This position provides administrative support to the Service Team and Technicians through keeping accurate records of Self-Contained Breathing Apparatus (SCBA), Gas Meters and related products. In addition, completes billing process to customers, sending customer certificates, creating sales orders, and providing customer support on service-related activities, paperwork, and records. Provides administrative support to the Service Manager.

This position is onsite at our Abbottstown, PA location. Hours are 8 am - 5 pm Monday through Friday.

Essential Duties and Responsibilities

• Answer phones and provide information/assistance
• Process assigned paperwork for service department by service manager.
• Creating sales orders and purchase orders for the service department.
• Submit billing for services and repairs provided to the customers with 24 hours of receipt of paperwork.
• Responsible for monitoring service part inventory management system.
• Responsible for conducting parts inventory transfers in the ERP System.
• Responsible for monitoring and updating SCBA, Gas Meters, and related products service list and ensuring the schedule for accuracy and timeliness of service.
• Maintaining the open orders list. Reach out to the service technician weekly to determine what orders can be closed or updated.
• Provide copies of certifications and flow charts to customers upon request.
• Assist with updating NetSuite & FSM data entry to ensure all up to date customer information.
• Keep up to date on MSA requirements that impact on the service department and support needed for the team.
• Assemble and mail service literature and correspondence to potential customers.
• Complies with all Witmer Public Safety Group Policies and Procedures.
• Performs any other duties or projects assigned by the management team.

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Associates degree with courses in secretarial/office administration, or
• Two year related experience or,
• Equivalent combination of education and experience.
• Knowledge of modern office procedures and methods including telephone communications, office systems and record keeping.
• Knowledge of modern office procedures and methods including style and format of letters, memoranda and reports.
• Skills to use a personal computer and various software packages: Word, Excel and Outlook, company ERP system (NetSuite), service scheduling software and customer portals.
• Ability to establish priorities, work independently, and proceed with objectives without supervision.
• Ability to handle and resolve recurring problems.
• Ability to work independently in a team environment.
• Good to excellent written and verbal communication skills with customers and internal departments.
• Ability to meet all required deadlines; ability to change priorities quickly as needed; ability to independently handle stress and maintain a mature problem-solving demeanor.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to use hands and arms to reach and carry; the employee is regularly required to talk and hear. The employee frequently is required to stand; walk; and stoop, kneel, crouch. The employee is frequently required to sit and climb or balance. The employee must regularly lift and/or move objects up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.