Administrative Service Coordinator

Aston Carter•Austin, TX

1d•Onsite

About The Position

We are seeking an experienced Administrative Service Coordinator to provide exceptional customer service and support across various communication channels, including phone, email, and in-person. The ideal candidate will serve as the primary point of contact for service-related inquiries, coordinate with vendors, and manage the processing of orders. This role requires a strong understanding of Enterprise Resource Planning (ERP) systems and excellent communication skills.

Requirements

2+ years of secretarial/administrative and/or clerical experience
2+ years of experience in a customer service environment
Proficient in Microsoft Office
High School Graduate or General Education Degree (GED)
Must be customer and detail-oriented
Strong written and oral English communication skills
High degree of integrity, accountability, and dependability

Nice To Haves

Experience working in a production/manufacturing environment is preferred
Prior experience with SAP is highly preferred
Experience with ERP (Enterprise Resource Planning) and CRM (Customer Relationship Management) systems
Associate’s Degree (two-year college or technical school) is preferred

Responsibilities

Provide exceptional customer service and support by responding to or coordinating all inquiries via phone, email, and in person, in an expedient and professional manner.
Serve as the primary point of contact for service-related calls.
Contact vendors, customers, and other departments to follow up on outstanding requests and documentation.
Maintain the repair schedule daily and provide status updates to customers and applicable departments.
Manage the processing of orders received via telephone, fax, mail, or the Internet in a timely and accurate manner.
Develop and maintain a strong operating knowledge of ERP systems including entering customers, opening orders, determining order and shipping status, evaluating inventory status, researching, and entering parts, invoicing, and issuing credits.
Communicate effectively with required departments to ensure parts can be researched and entered in orders, expedite requests can be fulfilled, and other order processing needs can be fulfilled quickly and efficiently.
Work with Field Service and Regional Sales Managers to coordinate the resolution of customer issues and help increase growth and customer satisfaction in their respective territories.
Assist others with administrative or clerical tasks and provide backup support for phone calls, tasks, and other job duties as needed.
Prepare reports, quotations, or other summaries and analyses as requested.
Acquire and maintain an understanding of the general processes, business practices, and products.
Seek continuous process improvements to enhance department productivity, customer satisfaction, and service performance.
Enter workshop employee labor hours from labor sheets.
Follow up on Maintenance Service Orders (MSOs) including issuing letters of abandonment.
Train all new staff in the operation of the telephone system and office equipment.
Notify the Service Center Manager in the event of office equipment or break area issues and coordinate proper entities to affect repair or replacement as directed.
Keep a record of staff and visitors signing in and out of the Service Center.
Ensure that the visitor's book and staff movement sheets are removed from Reception and taken to the outside meeting point in the event of an emergency.
Process and deliver internal and external mail daily, and manage deliveries.
Process invoices and prepare paperwork to ensure costs are allocated to the relevant departments.
Provide office supplies for staff and maintain adequate stocks, including ordering new supplies and identifying new suppliers.
Provide administrative and general support to the Service Center Manager.
Provide logistical support to meetings held in conference/training rooms, including preparation of the rooms and assisting in arrangements for catering provisions.
Participate and assist in the facilitation of weekly, monthly, and annual service meetings.