Coordonnateur(trice) administratif(ve) – Après-Vente | Aftermarket Administrative Coordinator

BellatRx•Pointe-Claire, QC

12d•Onsite

About The Position

Reporting directly to the Aftermarket Supervisor, the Aftermarket Service Coordinator plays an essential role in coordinating service activities and providing administrative support to the Aftermarket department. In this role, you will be responsible for coordinating field service technicians' travel, managing the service schedule, following up on service tickets and post-service surveys, and providing the necessary information to Accounting for customer invoicing. You will work closely with field service technicians, customers, travel agencies, Accounting, and various internal teams to ensure that service visits are properly planned, coordinated, and executed efficiently. If you are organized, proactive, detail-oriented, and resourceful, and enjoy coordination, logistics, and working in a dynamic environment, this could be the opportunity for you!

Requirements

High school diploma or equivalent.
Minimum of 2 years of experience in a similar position, ideally in service coordination, logistics, customer service, or administration.
Excellent communication skills in both English and French, written and spoken.
Strong active listening skills and the ability to understand the needs of customers, technicians, and various stakeholders.
Strong attention to detail and a commitment to accuracy, particularly when managing travel arrangements, expenses, and data.
Excellent organizational and time management skills, with the ability to prioritize effectively.
Ability to manage multiple files, tasks, and deadlines simultaneously.
Reliable, autonomous, and proactive with a strong sense of initiative.
Resourceful, positive, and solution-oriented attitude.
Flexible and comfortable handling a wide variety of tasks and changing priorities.
Ability to work efficiently and expeditiously while maintaining a high level of quality and accuracy.
Strong communication and cross-functional coordination skills.
Very good knowledge of Microsoft Office, including Outlook, Excel, Word, and PowerPoint.
Team player with the ability to collaborate effectively across departments.

Nice To Haves

Experience using an ERP system is an asset.
Knowledge of ACT! and/or QuoteWerks is an asset.
Ability and willingness to learn new software and systems.

Responsibilities

Coordinate travel arrangements for field service technicians, including preparing travel documents, booking flights and hotels, and communicating with travel agencies.
Coordinate and follow up on travel logistics for field service technicians to ensure service visits run smoothly.
Manage and maintain the Aftermarket service and travel calendar.
Collect, verify, and provide actual service trip expenses to the Accounting department to support customer invoicing.
Verify expenses and complete the necessary data entry for customer invoicing.
Follow up on post-service visit surveys, including sending, compiling, and entering survey results into the system.
Manage service-related tickets in our system and ensure timely follow-up.
Maintain thorough follow-up on service files and communicate relevant updates to the appropriate stakeholders.
Provide administrative support to travelling field service technicians.
Collaborate with internal teams, customers, technicians, and suppliers to ensure effective coordination of service activities.
Provide backup support to the Aftermarket Parts Coordinator as required.
Perform various administrative tasks related to Aftermarket department activities.