Service Administrative Assistant

Overview:

The Service Administrative Assistant is responsible for managing installed equipment repairs and calibrations and plays a crucial role in fostering effective communication with both internal and external stakeholders, delivering top-notch customer service, and providing invaluable support to e3 Customers, the e3 Sales Team, and their e3 Service colleagues.

Responsibilities:

• Schedule customers for calibration appointments, installations, routine service, and emergency repairs.
• Partner with Sales Admin to support the customer.
• Provide technicians with pertinent information related to service calls.
• Responsible for confirming technician appointments.
• Order parts as required; ensure purchase orders (POs) are provided to appropriate stakeholders.
• Review and submit all service calls for invoicing, ensuring POs when needed, no pricing errors and the job does/does not require any follow up appointments.
• Schedule, coordinate, and track all in-house and manufacturer repairs.
• Maintain customer database, including updates to addresses, phone numbers, email addresses, and contact names and email addresses.
• Maintain files; ensuring all service paperwork is filed correctly and accessible as needed.
• Maintain updated and accurate price lists to ensure all parts and service are quoted/billed correctly.
• Serve as local office contact for receiving and shipping of parts.
• Support new prospect/customer initiatives.
• All other duties as assigned.

Qualifications:

• Team player with a positive attitude.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to prioritize tasks and to delegate them when appropriate.
• Strong analytical and problem-solving skills.
• Ability to function well in a high-paced and at times stressful environment.
• Ability to foster a collaborative and efficient work environment.
• Proficient with Microsoft Office Suite or related software.
• Knowledge of Salesforce and Navision or other ERP system.

Education and Experience:

• Must be at least 18 years of age.
• High school diploma or equivalent.
• At least one-year related administration experience required.
• Previous customer service experience

Travel:

• 10% - Occasional travel to home office and annual conferences.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 25 pounds at times.

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