Product Support Administrator

Nors•L'Ancienne-Lorette, QC

1d•Onsite

About The Position

With a legacy of over 90 years, we continue to grow and strengthen our presence in the 7 countries where we operate, with more than 100 units and representation of leading brands in our business areas. Every day, we strive to meet market needs with excellent solutions, equipment, and services — and we believe we have the best talent to deliver on those expectations. Ready to take the next step in your career? Your new opportunity might be right here. We are looking for a Product Support Administrator to join our Admin team in Quebec.

Requirements

Respond to internal and external phone calls and emails, filter them, and forward them as needed.
Schedule appointments for service, suppliers, subcontractors, and clients.
Maintain supplier and client files.
Maintain vehicle files in accordance with government requirements to ensure proper tracking.
Maintain driver files in accordance with company fleet management policy.
Issue purchase orders (PO) to suppliers for vehicle maintenance work when the fleet card has not been used.
Perform monthly tracking of vehicle mileage.
Ensure that vehicle-related fines are paid by the employees concerned.
Participate in the vehicle ordering process (information gathering and coordination with the fleet supplier).
Administer the service truck GPS system, create user accounts, provide user support, and validate and code quarterly invoices.
Maintain the list of service vehicles and ensure the annual renewal of registrations.
Register equipment in the CareTrack system during pre-delivery inspection (PDI) and ensure that the configuration is 100% complete.
Create and maintain user accounts, both internal and external.
Create CareTrack contracts in SAP and attach signed contracts.
Transmit ActiveCare Direct contracts to the Volvo representative during pre-delivery inspection (PDI) and equipment sale.
Analyze the list of active equipment and ensure that customers are billed when the free period has expired.
Collaborate with the sales director and the product support manager to determine which equipment should be removed from the system after the free period expires.
Create contracts in SAP and attach the spreadsheet and signed contract.
Register new equipment sold in the RMA (Volvo) system and inform the sales department of equipment rented for the first time.
Obtain monthly equipment hour readings from the telematics system or directly from the customer.
Generate monthly billing documents for each contract.
Submit invoices to customers in accordance with their purchase order (PO) requirements. Once POs are received, integrate them into the invoices, inform the accounting department, and transmit the documents for payment.
Ensure that expired contracts are fully billed and correctly closed in the system.
Bill customers for technical tools used in CareTrack services.
Participate in the training of new service administrators.
Follow up on service contracts for equipment sold to maintain services on a monthly basis.
Provide administrative support to branches during the absence of administrators.
Provide coverage at the Mississauga reception during vacations.
Schedule on-call rotations for field service technicians to ensure customer support outside normal working hours and contribute to resolving equipment issues.
Prepare monthly commission statements for service representatives (CSR) and transmit them to the accounting department for payment.
Prepare quarterly commissions related to parts sales.
Review aging reports of claims received bi-weekly from the finance department to ensure claims are processed and paid on time.
Collaborate with branch managers to resolve disputed claims and transmit all missing information required for payment to suppliers.
Produce and analyze the monthly expense and recovery report on the second business day of the month and provide an explanation for any variance over $1,000.
Familiarize yourself with the legal health and safety requirements of the Occupational Health and Safety Act and applicable regulations, and comply with them at all times.

Responsibilities

Respond to internal and external phone calls and emails, filter them, and forward them as needed.
Schedule appointments for service, suppliers, subcontractors, and clients.
Maintain supplier and client files.
Maintain vehicle files in accordance with government requirements to ensure proper tracking.
Maintain driver files in accordance with company fleet management policy.
Issue purchase orders (PO) to suppliers for vehicle maintenance work when the fleet card has not been used.
Perform monthly tracking of vehicle mileage.
Ensure that vehicle-related fines are paid by the employees concerned.
Participate in the vehicle ordering process (information gathering and coordination with the fleet supplier).
Administer the service truck GPS system, create user accounts, provide user support, and validate and code quarterly invoices.
Maintain the list of service vehicles and ensure the annual renewal of registrations.
Register equipment in the CareTrack system during pre-delivery inspection (PDI) and ensure that the configuration is 100% complete.
Create and maintain user accounts, both internal and external.
Create CareTrack contracts in SAP and attach signed contracts.
Transmit ActiveCare Direct contracts to the Volvo representative during pre-delivery inspection (PDI) and equipment sale.
Analyze the list of active equipment and ensure that customers are billed when the free period has expired.
Collaborate with the sales director and the product support manager to determine which equipment should be removed from the system after the free period expires.
Create contracts in SAP and attach the spreadsheet and signed contract.
Register new equipment sold in the RMA (Volvo) system and inform the sales department of equipment rented for the first time.
Obtain monthly equipment hour readings from the telematics system or directly from the customer.
Generate monthly billing documents for each contract.
Submit invoices to customers in accordance with their purchase order (PO) requirements. Once POs are received, integrate them into the invoices, inform the accounting department, and transmit the documents for payment.
Ensure that expired contracts are fully billed and correctly closed in the system.
Bill customers for technical tools used in CareTrack services.
Participate in the training of new service administrators.
Follow up on service contracts for equipment sold to maintain services on a monthly basis.
Provide administrative support to branches during the absence of administrators.
Provide coverage at the Mississauga reception during vacations.
Schedule on-call rotations for field service technicians to ensure customer support outside normal working hours and contribute to resolving equipment issues.
Prepare monthly commission statements for service representatives (CSR) and transmit them to the accounting department for payment.
Prepare quarterly commissions related to parts sales.
Review aging reports of claims received bi-weekly from the finance department to ensure claims are processed and paid on time.
Collaborate with branch managers to resolve disputed claims and transmit all missing information required for payment to suppliers.
Produce and analyze the monthly expense and recovery report on the second business day of the month and provide an explanation for any variance over $1,000.
Familiarize yourself with the legal health and safety requirements of the Occupational Health and Safety Act and applicable regulations, and comply with them at all times.