Customer Service Representative (Facilities, Fleet)

United Electric Supply•New Castle, DE

11d

About The Position

United Electric Supply Co. Inc. is a nationally recognized, 100% employee-owned supplier of electrical products and services for construction and industrial markets. The company has over 300 employees, is headquartered in New Castle, Delaware, and has locations throughout Delaware, Pennsylvania, Maryland, New Jersey, Virginia, and New York. The Customer Service Representative works with internal departments to provide customer service and administrative support. The role includes reception and switchboard coverage, mail processing, purchase-order documentation, general office administration, supply management, cash and deposit reconciliation, and support for facilities, fleet, material handling equipment, and Professional Development and Training Administration. The position requires flexibility, teamwork, professionalism, and the ability to work in a high-pressure environment. The role maintains records and schedules for facilities, fleet, and material handling equipment; coordinates maintenance and vendor activities; and tracks inspections, compliance, costs, and equipment usage. It also supports training programs by maintaining schedules and records, managing registrations and communications, preparing course materials and certificates, coordinating event logistics, supporting billing and payment processes, and reconciling training revenue and financial data using business systems. The position is scheduled Monday through Friday, 8:00 a.m. to 5:00 p.m. A high school diploma is required.

Requirements

High school diploma.
Ability to work Monday through Friday, 8:00 a.m. to 5:00 p.m.
High energy level.
Excellent interpersonal and communication skills.
Professional phone manners.
Excellent organizational and time-management skills.
Ability to work well under pressure.
Working knowledge of Microsoft Office, including Word, Excel, and Outlook.
Ability to learn the company ERP system.

Responsibilities

Operate a multi-line switchboard and greet visitors as required.
Provide receptionist coverage, including during breaks, lunches, and vacations.
Process incoming and outgoing mail, including branch loop mail as needed.
Scan vendor packing slips and attach them to purchase orders daily.
Perform filing, scanning, data entry, and other assigned administrative projects.
Work with internal departments to support customer service.
Order and regulate office and break-room supplies and negotiate with vendors for pricing.
Reconcile cash and bank deposit slips as needed.
Follow company health, safety, and environmental policies; act safely and complete incident reports for observed or experienced safety or health infractions.
Maintain files, reports, and documentation for facilities, fleet, and material handling equipment.
Track invoices, purchase orders, maintenance records, vendor contracts, facility inspections, assets, warranties, and service agreements.
Maintain maintenance schedules and service records for forklifts, pallet jacks, reach trucks, and other material handling equipment.
Track preventive maintenance, repairs, equipment downtime, repair costs, utilization, parts, and supplies.
Maintain fleet records, including registrations, inspections, fuel usage, and preventive maintenance schedules.
Schedule meetings, service appointments, and vendor visits; coordinate facility maintenance requests and monitor vehicle compliance documentation.
Maintain training records, reports, schedules, tracking spreadsheets, class rosters, and attendee records for Professional Development programs and training events.
Update the training pipeline in HubSpot and process attendance sheets, evaluations, certificates, and course completion records.
Prepare training materials, participant manuals, workbooks, handouts, and course packets, and generate and distribute training certificates.
Manage registrations and enrollment for public and private training programs, including processing requests received by email, HubSpot, and directly from customers.
Communicate training confirmations, course details, and pre-class information to attendees.
Provide administrative support for HSI and other training management systems, including account creation, login assistance, course access, and student record maintenance.
Support billing and accounts receivable, review and process customer payments, and verify account status, credit eligibility, and billing requirements.
Submit completed training event documentation, expenses, and supporting records to Accounting for invoicing within the month the training is completed.
Ensure billing information, attendee records, purchase orders, expenses, and supporting documentation are accurate and complete.
Support quote preparation and customer account administration; review customer information and training history using Eclipse and related business systems.
Create, update, and revise training quotes based on customer requests and attendance changes.
Monitor Professional Development communications and updates for upcoming classes, customer needs, and operational changes requiring follow-up.
Monitor public class capacities and waitlists; coordinate training materials, supplies, and food and beverages for training events.
Assist with training setup before, during, and after events as needed.
Maintain accurate training revenue, attendance, registration, and class outcome records.
Reconcile Professional Development spreadsheets with Phocas reporting and update records as needed.
Prepare Professional Development data and spreadsheets for staff meeting slides and leadership needs.
Assist with applying Direct Through Stock storage fees and costing through JMS and Eclipse.
Perform other duties as obvious or assigned.