Administrative Assistant

BBM Railway Solutions USA, based in Youngstown, Ohio, provides expert engineering, manufacturing, servicing and refurbishment of rail vehicle and rolling stock assembly, maintenance and testing equipment. Our extensive range of equipment includes wheel-set presses, truck/bogie testing benches, car & truck hoist systems, drop table systems, turntables/transfer table systems, lifting and rotating equipment along with specialty and custom designed machines for rail maintenance and production facilities. In addition to the equipment we provide, BBM Railway Solutions also offers equipment upgrades, rebuilds, aftermarket spare parts and field service to help extend the lifecycle of our machines.

General Overview

The Administrative Assistant will be responsible for assistance with order entry, quoting, purchasing, scheduling, shipping, invoicing, and etcetera. The successful candidate should have previous administrative experience within a manufacturing or construction environment along with Enterprise Resource Planning (ERP) software experience. The Administrative Assistant will also work closely with the Project Team to ensure that orders are fulfilled, services are scheduled, invoices are issued in a timely manner, expenses are entered and communication is flowing within the group.

Responsibilities

· Assist in the data entry for proposals within the Customer Relations Management (CRM) software

· Enter active job information into the ERP system once a Purchase Order is received

· Request and manage quotes for parts and materials as needed while relaying information to appropriate team members

· Manage the vendor database with Accounting and keep all contact information and activity up to date

· Complete credit application forms for new vendors and manage sales tax exemption certifications

· Assist with purchase orders to vendors and expedite to ensure on-time delivery is achieved

· Expedite domestic and international shipments of various parts to and from the Connecticut office

· Generate packing lists of parts for shipments and issue invoices to customers in a timely manner

· Work with Accounts Payable to resolve any unmatched receiving issues

· Work with Accounts Receivable to collect any past due payments on outstanding invoices

· Answer the phone and route incoming customer calls to the appropriate person, as required

· Complete expense reports and book travel accommodations for team members, as required

· Support the implementation of new programs, procedures, methods, and systems

· Assist internal and external customers as needed with various tasks to support day-to-day business operations

Qualifications

o 2 years of experience in a manufacturing or construction environment

o Associate or Bachelor’s Degree in Business Administration or similar field is preferred but not required

o Excellent communication, interpersonal and organizational skills

o Proficient technical computer skills in Microsoft Office, Adobe, and paperless processing are required

o Prior experience with MRP / ERP systems (SAP, Oracle, Jobscope, etc.) is required

o Ability to identify improvement opportunities and recommend change

o Must be highly motivated and self-driven with a proactive mind set

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person