Engineering & Service Solutions Administrative Coordinator -Columbia PSI

Columbia PSI•Denver, CO

6d•Onsite

About The Position

Provide essential administrative support for the Engineering & Service Solutions department (ESS) by implementing administrative systems, procedures and policies as well as administering engineering projects. Provides customer service support by assisting with service administrative processes and procedures. Scheduling outside service per communication with customers and field service technicians. Data entry of all associated time and travel expenses for service work into Dynamics CRM and Business Central. Supports CPSI Parts and Upgrades Sales Reps as well as CPSI Service Team with any travel arrangements, office administration or special projects (as needed).

Requirements

Knowledge- LEAN Principles
Software Microsoft Office (Word, Excel, PPT, Outlook)
D365 Accounting Software (BC) preferred
Skills- Clerical Secretarial
Written and Oral Communication
People and phone skills for internal and external customer interactions
Organizational
Computer/Technical Abilities- Ability to foster and work within a team environment
Ability to work on multiple projects at one time
Ability to work under pressure and time constraints
Good reading, writing, and oral communication skills
Displays attention to detail and consistently follows Standard Work Instructions (when available) when completing tasks
Demonstrates the qualities of a "Team Player" by accepting new responsibilities and filling in for other employees when needed
High School Diploma or GED required
Familiarity with job costing as it relates to billings

Nice To Haves

Associates degree or equivalent experience preferred
1-3+ years of work experience preferred

Responsibilities

Assists CPSI with administrative duties.
Provides telephone support to Engineering Dept. when needed and requested
Maintains customer files, scan customer’s information in Columbia’s database.
Creates Project folders for ME and EE
Maintains Engineering’s Daily Project Schedules (Mechanical, Electrical &Mold Engineering)
Distributes month end reports to managers
Collects mail and distributes
Provides telephone support
Manages the CPSI ECR-ECO process, as well as assists Engineering with the completion of requested changes.
Organizes and enters accurate data into Vault-tool (VT), BC (ERP), and Quote Manager (QM) databases
Processes Engineering equipment paperwork on all majors, daily sales orders, warranty orders with engineered items and distributes to the appropriate Mechanical and Electrical engineers
Develops and enters item masters, part numbers, descriptions, product structures and other order information into the ERP.
Records customer equipment data and order information into QM system.
Reads as well as routes correspondence and inquiries appropriately
Utilizes the Vault Tool to query existing drawings, part-numbers, etc. as well as checking out drawings and/or checking them in
Utilizes ERP to view and approve Engineering time and make adjustments as needed.
Contributes to customer satisfaction by supporting internal and external customer service
Provides comprehensive customer assistance via phone or email
Maintains a professional demeanor with customers and establishes a rapport to maintain overall customer satisfaction
Customer file maintenance
Utilizes Dynamics CRM to manage customer relationships; understand and documents internal and external customer needs and expectations
Communicates to appropriate team(s) when an expectation will not be met
Administrative support for ESS staff
Processes initial service paperwork and distributes to the appropriate person
Maintains the appointment schedule and travel arrangements for Field Service staff
Maintenance of Service Call (D365) database
Completes expense reports and credit card reconciliations for Engineering & Service staff
Reviews service team utilization records and prepares service billings
Process time sheets
Process credit card statements
Support for the ESS Manager
Completing expense reports and credit card reconciliations
Reviews department expense records
Processes warranty orders
Assist Field Service Technicians with obtaining necessary visas and passports
Contributes to team effort
Willing to attempt new assignments or fill in for others.
Back up for Receptionist (as needed)
Enters Item Masters for CP & Electrical Engineers, Production Control, Purchasing, Parts Sales/ Supports Palletizer Engineering when needed
Other duties as assigned
Back up support for Parts and Warranty