What are the responsibilities and job description for the Executive Administrative Assistant position at Fives?
Position Summary
Accountability:
This position is responsible for completing diverse and technical administrative duties supporting technical service, the OEM installation service group, and field service. Must be able to work independently or with minimal supervision.
Scope and Responsibilities:
Essential duties include, but are not limited to the following:
Accountability:
This position is responsible for completing diverse and technical administrative duties supporting technical service, the OEM installation service group, and field service. Must be able to work independently or with minimal supervision.
Scope and Responsibilities:
Essential duties include, but are not limited to the following:
- Proactively attains a safe and healthy work environment for all employees.
- Process and maintain paperwork and/or forms concerning routine departmental procedures and processes.
- Answer incoming calls, screen calls, and direct them to the proper individuals for handling. Assist, as backup, the phone attendants, including directing routine inquiries to the appropriate functional areas.
- Receive and process all service reports and attendance sheets from the field service staff, contractors, and any other individuals on field service assignments.
- Assist service staff and other travelers for Aftermarket and Installation with reservations and reporting requirements. May also assist in acquiring the necessary documents for foreign travel – passports, visas, applications, and other special requirements.
- Maintain invoicing files and provide back-up support to the AR team as needed to collect overdue payments for service invoices.
- Organize the filing system within the department and file information and records as necessary – either electronically or with hard copy.
- Process all Independent Service Provider (ISP) invoices including data stamping when received, enter P.O. numbers, vendor code, I.D. number, job number, initials. Access Work Authorization form for the job and enter labor hours, travel hours, expenses and any processing fees that may apply into SAP.
- Create purchase requisitions for Contractors, both Fives and non-Fives related support. Email completed purchase orders to appropriate Contractor.
- Enter and approve hours in SAP Time & Attendance.
- Review SAP service module regularly to ensure data is current and paid orders are processed promptly.
- Provide SAP support and assistance as necessary.
- Respond to the needs of new hires for equipment, information, and training.
- Orders office supplies.
- Open, sort, screen, and distribute mail, ensuring a timely response. Send or distribute customer installation surveys, installation critiques, and other form letters.
- Secure and arrange related material or previous correspondence required for efficient disposition.
- Organize and distribute information for all Installation Technicians/Assembly Support personnel in the OEM Installation Group.
- Prepare required reports including special or one-time reports, summaries, or replies to inquiries.
- Enter weekly time reports and process expense reports.
- Update and maintain the Installation Schedule, gathering information from Contactors, SAP, the sales work order, the master schedule, assembly travel schedule, supervision, etc. Email updated schedules, work orders, and Customer information to department staff and other Fives offices that support installations internationally.
- Create and maintain customer and machine functional location and equipment records. Register and maintain warranty registrations for purchased assemblies.
- Perform other related duties as directed by supervision.
- ISO 9001 &14001 awareness and compliance
- Certificate from college or technical school.
- 3 – 6 months related experience or training.
- Demonstrated expertise using Microsoft Office Suite software; focusing on Word, Excel, and Outlook.
- Experience with SAP.
- Team player.
- Excellent communicator.
