Administrative & Operations Support Specialist

Position Summary

Responsible for providing the Facility and its clients with a wide variety of administrative and operations support. Maintain company records and follow administrative and company policies. Provide customer service through processing customer orders.

Job Functions/Duties (may be assigned other duties by management)

· Accurately process customer transactions such as orders or quotes in a timely manner

· Present price, credit and terms in accordance with standard procedures and customers' profitability profiles

· Provide accurate information regarding availability of in-stock items

· Manage time effectively, meet personal goals and work effectively with other members of the distribution team

· Process quotes & orders from Sales team for products and services. Generate requests for equipment orders internally when required.

· Coordinate with and support Sales, Manufacturing, Testing, Engineering, Field Service and Inventory/Warehouse to ensure equipment is available to assemble and schedule delivery of customer orders.

· Follow through customer equipment orders to fulfillment, ensuring delivery dates are met.

· Use Windchill to find part numbers.

· Use Discovery to transact shipments, transfer equipment in/out of inventory, pre-invoice for labor/parts. Generate job write-ups for all incoming/outgoing equipment.

· Allocate equipment to order desk for invoicing.

· Obtain customer documentation requirements for invoicing, i.e., shipper/receiver/install & pull reports/test documents/quotes/cable work orders/drive shop reports.

· Maintain knowledge of product needs by customer base.

· Maintenance of records such as, well file system by customer/well, Field Service log, service part logs.

· Answer telephone and gate, give information to callers, route calls to appropriate persons, and place outgoing calls.

· Perform office tasks such as filing, maintain records, process transactions and other similar duties.

· Maintain appropriate levels and monitor office supplies, kitchen supplies, equipment, business cards and other materials to allow Team Members to complete assigned responsibilities and provide for visitors.

· Maintain and update bulletin board including monthly anniversaries and birthday announcements and posting of organizational announcements and updated labor law posters.

· Coordinate facility events, as required

· Maintain proficiency in using personal computer, data entry terminal and other common office equipment and software

· Personally observe safety and security procedures and proper use of equipment and material. Actively promote safety process and report any safety issues to proper channels for action

· Comply with Levare Quality Policy, Quality System Manual, Operating and Technical Procedures and Workplace Instructions.

Qualifications/Education Requirements

· Proficient computer skills with knowledge of MS Office and/or company specific databases.

· Good oral and written communication and analytical skills.

· Self-motivated and able to work well with stringent deadlines and possess good organizational skills.

· Experience handling multiple projects simultaneously and working in an environment that requires flexibility, innovation, superb customer service skills, and organization.

· Customer oriented mindset; able to translate customer issues/needs into profitable business solutions.

· High School diploma or equivalent required.

· 1 years of administrative and customer service experience required Transportation, logistics, inside sales experience a plus.

Working Conditions & Physical Requirements

Normal office environment and occasional exposure to plant environment during the course of normal job duties

Occasionally required to move about the facility

Occasional travel and On call required

Wear appropriate personal protective equipment, including eye and hearing protection, hard hat and safety shoes while in shop environment or on job site