What are the responsibilities and job description for the Administrative Assistant, Aftermarket Parts position at LHH?
Role and Responsibilities
The Administrative Assistant Specialist plays a crucial role in maintaining existing accounts by providing accurate quotes and processing spare parts orders while ensuring compliance with customer requirements. This multifaceted position requires a basic working knowledge of machinery or a willingness to learn, coupled with an understanding of parts replacement frequencies. Collaborating with the Purchasing Department, the role focuses on optimizing spare part stock levels to facilitate seamless internal servicing and repairs, as well as meeting customer supply demands without significant delays. Additionally, the Aftermarket Sales Specialist is responsible for meticulous record-keeping of warranty replacements and faulty parts.
Primary Responsibilities
• Generate Spare Parts Lists (SPL) for new machines and assist in creating SPLs for existing customers, especially for older machines.
• Enter quotes, sales orders, and purchase orders
• First line of communication for customers regarding parts and services
• Provide exemplary customer service, ensuring client satisfaction.
• Process warranty claims and facilitate the return of items to vendors for replacement.
• Follow up on delayed sales orders, entering sales orders and quotes as needed.
• Serve as the aftermarket account manager for existing accounts, fostering strong client relationships.
• Assist with shipping and pulling parts when necessary.
• Maintain open communication with Production and Service teams to coordinate seamless operations.
• Collaborate with internal departments and cross-functional teams as required.
• Identify machine parts prior to shipment and for customers facing machine challenges.
• Understand shipping and receiving procedures to streamline processes.
• Engage in miscellaneous tasks to contribute to departmental efficiency.
Qualifications and Education Requirements
• Bachelor’s degree or relevant experience
• High school diploma with administrative and supervisory experience
• Knowledge of accounting, data, and administrative management practices/procedures
• Knowledge of clerical practices and procedures
• Computer skills and knowledge of office software packages
• Valid driver’s license
• Able to lift up to 50 lbs
Preferred Skills
• Exceptional organizational skills
• Impeccable customer service
• Adaptable
• Time management
• Food and beverage industry experience
• Bilingual - English, Spanish/French is a plus
Salary : $50,000 - $65,000
