PPS Administrator - Administrative Assistant

Penn Power•Buffalo, NY

18h

About The Position

The PPS Administrator is responsible for administrative coordination and customer support for a customer base in a heavy-duty diesel or power generation repair business. The role builds strong relationships with customers and internal teams, monitors third-party systems, and supports continual improvements to CRM and Field Service platforms. It also tracks and reports open additional and emergency service orders, supports financial goals, coordinates parts needs with the parts and scheduling departments, and reviews PMA scopes and targets with a manager to help ensure appropriate pricing and execution. The position plans, communicates, and executes the after-hours on-call list for the market area and is responsible for payroll. Customers often maintain equipment under contractual service agreements, requiring service and repairs as well as accurate, detailed equipment information. The administrator maintains thorough records, including service records and oil sample results, and must ensure accuracy in customer communications and documentation.

Requirements

Minimum high school diploma.
At least two years of experience working in a scheduling capacity in a heavy-duty diesel or power generation repair business.
Good recordkeeping skills.
Accuracy and thoroughness in maintaining equipment and service information.
Proficiency with Microsoft products.

Nice To Haves

Two-year associate degree or equivalent, or five years of similar work experience.
Experience with AS/400.
Experience with certified payroll.
Office management experience.

Responsibilities

Build and foster strong relationships with customers and develop working relationships with internal teams and team members.
Monitor and maintain third-party systems.
Ensure continual improvements to CRM and Field Service platforms for the assigned customer base.
Monitor and report to customers the status of open additional and emergency service orders.
Monitor and develop best practices to maintain department financial goals.
Foster a team atmosphere with other managers and staff.
Coordinate with the parts department to prioritize and timely order required parts; communicate long-lead-time parts to the scheduling department.
Review PMA scopes and targets with a manager to support proper pricing and execution.
Plan, communicate, and execute the after-hours on-call list for the market area.
Handle payroll responsibilities.
Maintain accurate and thorough equipment records and provide customers with detailed information, including service records and oil sample results.