Assistant Project Manager

Exline, Inc.•Salina, KS

15d•Hybrid

About The Position

The Assistant Project Manager supports the day-to-day operations, customer service, project coordination, order processing, procurement, inventory management, and administrative functions of the Ignition & Automation (I&A) Division. This position works closely with the I&A Division Manager, Project Management, field service personnel, customers, vendors, and other Exline, Inc. departments to help ensure customer orders and field projects are processed accurately, efficiently, and on schedule. The Assistant Project Manager assists with material procurement, inventory control, shipping and receiving, ERP system administration, project documentation, and the assembly, testing, and processing of Ignition & Automation products and customer equipment. This position requires strong organizational skills, attention to detail, effective communication, and the ability to manage multiple priorities while supporting the operational and project needs of the I&A Division. The Assistant Project Manager may assist the I&A Division Manager and Project Management with coordinating project activities, materials, schedules, documentation, and communication with field personnel, customers, and vendors.

Requirements

High school diploma or equivalent required.
Basic computer proficiency required.
Working knowledge of Microsoft Word and Excel.
Strong organizational and time-management skills.
Ability to manage multiple tasks and priorities in a fast-paced work environment.
Strong attention to detail and commitment to accuracy.
Effective verbal and written communication skills.
Professional customer service skills.
Ability to communicate effectively with customers, vendors, management, field personnel, and coworkers.
Ability to follow written and verbal instructions.
Ability to work independently with limited supervision while functioning effectively as part of a team.
Ability to use basic hand tools and test equipment associated with assigned responsibilities.
Ability to maintain accurate records and documentation.
Ability to appropriately handle confidential customer and company information.
Strong problem-solving skills and the ability to recognize when an issue requires management or technical assistance.

Nice To Haves

Basic understanding of mechanical, electrical, instrumentation, and/or industrial equipment preferred.
Ability and willingness to learn Exline, Inc. products, systems, procedures, and customer applications.
Experience using ERP, inventory, purchasing, or order-management software preferred.
Previous experience in customer service, project coordination, purchasing, inventory management, industrial service, manufacturing, or a related field preferred.
Familiarity with industrial engines, ignition systems, instrumentation, automation, electrical controls, or related equipment is beneficial.

Responsibilities

Answer incoming telephone calls and provide professional assistance to customers.
Respond to customer inquiries regarding products, orders, availability, and project requirements.
Receive and process customer orders submitted by telephone, email, purchase order, or other approved methods.
Obtain and verify required payment information, including purchase orders and approved credit card information.
Accurately enter customer orders into the company ERP system.
Generate and distribute order acknowledgements, travelers, and other required order documentation.
Maintain accurate customer and order records within the ERP system.
Communicate order status, material requirements, lead times, and other relevant information to customers and internal personnel.
Assist with the coordination and administration of I&A field projects.
Create and process field project orders and associated documentation.
Assist Project Management with organizing project materials, equipment, documentation, and shipping requirements.
Help track project-related materials and equipment to ensure availability when required.
Coordinate with field personnel regarding project materials, equipment, documentation, and project requirements.
Assist with project closeout documentation and administrative requirements.
Maintain organized and accurate project files and records.
Communicate potential material shortages, scheduling concerns, or other project-related issues to management.
Order materials, components, equipment, and supplies required for departmental operations and projects.
Prepare, issue, and process purchase orders.
Communicate with vendors regarding pricing, availability, order status, lead times, and delivery requirements.
Assist with maintaining appropriate inventory levels for I&A products, components, and project materials.
Monitor material requirements and communicate shortages or potential delays to management.
Assist with inventory counts, reconciliation, and inventory control activities.
Maintain accurate purchasing and inventory information within the ERP system.
Assist with processing incoming and outgoing shipments.
Verify received materials against purchase orders, packing lists, and applicable documentation.
Coordinate materials and equipment for customer orders and field projects.
Assist with the proper identification, documentation, packaging, and shipment of products and equipment.
Maintain accurate shipping and receiving records within applicable company systems.
Coordinate with Project Management and field personnel to ensure project materials are properly prepared and shipped as required.
Assist with the assembly and testing of new Exline, Inc. products and systems.
Rebuild, reload, configure, or process customer devices as required.
Test new thermocouples, RTDs, and related instrumentation for proper operation.
Document testing results and maintain applicable product and service records.
Identify equipment or product issues and communicate findings to appropriate technical personnel or management.
Follow established procedures for handling, testing, configuring, and processing customer equipment.
Maintain an organized and safe work area while performing assembly and testing activities.
Perform administrative functions associated with the company ERP system.
Maintain accurate and timely order, purchasing, inventory, project, and customer information.
Process and verify daily timekeeping and clock-in information as assigned.
Maintain organized electronic and physical records.
Assist management with reports, documentation, data entry, and other administrative requirements.
Support continuous improvement of departmental processes and procedures.
Maintain confidentiality of customer, employee, and company information as required.
Perform other duties and responsibilities as assigned.