What are the responsibilities and job description for the ADMINISTRATIVE COORDINATOR position at Atlas Machine & Supply?

Atlas Machine & Supply is hiring an Administrative Coordinator for our Field Services division in Hardinsburg, Kentucky. Reporting to the Field Engineering Director, this role provides vital administrative and secretarial support, handling key responsibilities for the Field Division of Atlas Machine & Supply, Inc.

Company Culture and Values

Here at Atlas, we believe that every individual should take full ownership and show respect to all employees, regardless of department or reporting structure. This core value is something we uphold every day. Below are the key principles we stand by.

Cover and Move (Teamwork and Support) : We seek candidates who thrive in a collaborative environment, supporting their team to achieve shared goals and overcome challenges together.
Simple (Clarity and Communication) : Candidates should value clear, straightforward communication, ensuring everyone understands their role to maintain efficiency and avoid confusion.
Prioritize and Execute (Efficiency and Focus) : We look for individuals who can prioritize tasks effectively, focusing on the most critical issues to make the best use of time and resources.
Decentralized Command (Empowerment and Trust) : Ideal candidates take ownership of their responsibilities, make informed decisions independently, and align their efforts with the company's mission while fostering innovation and accountability.

ESSENTIAL RESPONSIBILITIES :

Daily Time Entry :

Assist in daily time entries for the field crew, make necessary labor corrections

Managing Customer Phone Calls :

Handling customer phone calls Monday thru Friday 7 : 00am - 3 : 00pm CST / 8 : 00am - 4 : 00pm EST.

Asking baseline questions to get critical customer contact information and the urgency of the project needed for the engineer to contact them back.

Monitoring the PO Inbox system :

Reviewing the PO inbox and creating SO's based on PO's.

Reviewing the POs to see if the POs match the quoted terms and existing customer terms.

Sales Liaison :

Be the point of contact sales liaison when the sales are traveling.

Assist in data entry for the items needed from the salesmen.

Data Entry in the ERP system :

Entering the information gathered from customer calls into Epicor.

Creating new customers and opportunities in Epicor.

Assisting data entry from the sales team while traveling.

Promoting quotes to Sales Orders based on incoming PO's.

Creating jobs in the system for engineering approval.

Creating needed material authorization paperwork (RMA's) for new incoming jobs.

Help assist in setting up new vendors.

Paperwork : Printing and distributing all paperwork (i.e. SO's, Job Travelers, Pictures, & Drawings) for upcoming jobs.

Shipping and Receiving :

Receive in all incoming shipments, ship all items needed.

Assist the team with inbound and outbound freight as needed.

Receiving in all Field Division Atlas issued PO's.

Office Supplies :

Monitor and order all needed office supplies for the field division.

Assist in monitoring the monthly supplies and tooling budget.

Fleet Management :

Help monitor and schedule all Field Division vehicle oil changes and service needs.

Schedule all DOT truck inspections.

Schedule all truck maintenance and oil changes.

Requirements :

Experience in similar administrative style role.

Strong organizational and multitasking skills.

Proficiency in using ERP systems, such as Epicor, Job Boss, or E2.

Excellent communication skills, both verbal and written.

Ability to work independently and handle after-hours responsibilities as needed. (avg. 2-3 hours weekly)

High school diploma or equivalent.

Must be able to occasionally lift 25 pounds.

Benefits :

401(k) Retirement plan

401(k) Company Matching

Health, Dental, and Vision Insurance

Company-paid life insurance, short / long-term disability insurance

Employee assistance program

Flexible spending account

Paid time off

Parental leave

Holiday pay

It is Atlas' Policy to employ qualified people to perform the many tasks necessary in operating our Company. An integral part of this Policy is to provide equal employment opportunity for all persons regarding recruiting, hiring, benefits, compensation, training, promotions, terminations of employment, and company sponsored social and recreational activities without discrimination because of race, color, religion, sex, national origin, age, physical or mental disability, or veteran status.

It is also the Policy of Atlas to maintain a work environment that is free of harassment of any kind. Our company does not and will not tolerate any employee unlawfully harassing another employee, for example, by addressing or referring to another employee in racially, religiously, or sexually derogatory terms.

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