Customer Service/Administrative Assistant

Nikkiso Clean Energy & Industrial Gases is a leading provider of cryogenic pumps, heat exchangers, process systems, services, and solutions for the LNG and industrial gases industry. We are a subsidiary of Nikkiso Company Ltd, a leading industrial manufacturer headquartered in Tokyo, Japan, with over $1.5B in annual revenue, 8000 employees worldwide, and publicly traded on the Tokyo Stock Exchange.

Nikkiso Cryogenic Services (NCS) is an industry leader in the provision of services to the industrial gas and air separation industries, enhanced oil recovery operations, marine, clean energy, and alternative fuels markets. Boasting a vast portfolio of innovative solutions, cutting-edge technology, and expert services, the company stands tall as a go-to service provider for a wide range of clients. The company has carved a niche for itself in the market with its consistent delivery of top-tier services that are tailored to meet the specific needs of each industry. Our products have been instrumental in enabling customers to realize safer, greener, and more sustainable operations. From liquefied natural gas (LNG) systems to industrial gas equipment, every product is designed and manufactured with the utmost consideration for safety and environmental sustainability.

Nikkiso Cryogenic Services is not just a leading service provider to a range of industries, but also a champion of safer, greener operations. Its products and services are designed to meet the dual objectives of operational efficiency and sustainability, helping customers achieve their goals while minimizing environmental impact.

Summary/Objective

We are seeking a dynamic and results-oriented Administrative Assistant / Customer Service Representative who will handle the life cycle of order processing for exchanges in our Pittsburgh Customer Center. The person will work closely with the location team and customers to receive orders, process them and perform accounts receivable duties. They need to be able to understand customer needs and assist them appropriately. This person will ensure that all deadlines are met, quality standards are maintained, and that order processing is tailored to meet the specific requirements of each customer. Along with a team, they will also perform a variety of administrative duties.

Essential Functions/Responsibilities

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Key Responsibilities:

• Handle the end-to-end order process for exchanges, from receiving orders to processing them in the ERP system.
• Use the Salesforce CRM and ERP to input, process, and track orders.

• Maintain accurate records of all transactions, quotations, and communications.
• Generate and send invoices through the ERP system, ensuring all details are correct and payments are tracked.
• Provide excellent customer service, addressing inquiries and resolving issues related to exchange orders.
• Handle current and aging accounts receivables, ensuring invoicing and payments are timely.
• Answer and route telephone calls as needed.

• Work with others to perform a variety of administrative duties that could include ordering supplies, ordering meals, setting up meetings, and so forth
• Promote Customer Focus.
• Support QMS requirements in areas of responsibility for conformance with state and federal regulations
• Other duties as assigned.

Competencies

• Keen attention to detail.
• Strong organizational skills.
• Ability to work under pressure and meet tight deadlines.
• Excellent writing and communication skills.
• Ability to collaborate with cross-functional teams.
• Customer focus.
• Problem solving skills.
• Proficiency in Microsoft Office programs – Excel, Word, PowerPoint.
• Ability to use ERP software.

Education and Experience

• Bachelor’s degree in business administration, Marketing, Communications, or related field preferred.
• 3 years of experience in customer service and order processing.
• Experience in the industrial manufacturing industry preferred.
• Experience in the cryogenic equipment industry a plus.

Physical Demands

• Ability to stand, walk, sit, reach with hands and arms, climb or balance, stoop or kneel, talk, and hear, and use fingers and hands to type and write, and feel objects, tools, or controls; lift files and open desk drawers and filing cabinets.
• Use standard office equipment such as computers, smart phones, printers, photocopiers, etc.

Work Environment

• Job will generally be performed in an office environment.

• Complete safety training requirements.
• Participate in other training as directed by the company or manager.
• Wear appropriate PPE as needed.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Equal Opportunity Employer/Veterans/Disabled

Nikkiso CE&IG is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.