Service Assistant - Invoicing

Puffer-Sweiven•Houston, TX

4d•Hybrid

About The Position

For over 80 years, Puffer-Sweiven has set the standard in equipment and services for process control, automation, safety, and reliability. We help process-intensive facilities run more efficiently and safely by delivering quality products, technical support, and knowledgeable staff to implement the needed process solutions — with the goal of exceeding customer expectations. Our dedication brings the most advanced products and services to our customers throughout the Central and Gulf Coast regions of Texas. As an Emerson Impact Partner, we offer a broad base of superior solutions including the top product lines for a given application. Our specialties at Puffer-Sweiven include: Process Control & Safety Systems, Control Valves & Regulators, Isolation Valves & Actuation, Oil & Gas Automation, Reliability Solutions & Services, Pressure Management, Specialty Pumps & Rotating Equipment, Instrumentation, Maintenance & Repair Services.

Requirements

High School Diploma or GED required.
Knowledge of office administration, order processing procedures, and knowledge of use and operation of standard office equipment.
2+ years of administrative experience.
Strong knowledge of various computer software applications including MS Office, business system and principal provided sizing programs.
Strong written and verbal communication skills.
Strong customer service skills including the ability to develop rapport and trust with customers and other employees.
Competent in the use of various communication methods including customer data tools, email, internet, and FTP sites.
Good interpersonal skills – develops and maintains rapport and trust with both internal and external customers, demonstrates approachability.
Good organizational skills - prioritizes and efficiently completes competing tasks, pays attention to details, verifies information as appropriate and detects and corrects errors.
Good problem-solving skills - ability to identify problems, implement appropriate solutions and recognize when assistance is needed.
Good teamwork – identifies with the team and its goals and contributes to the group’s effectiveness.
Exhibits professionalism – projects a professional image of oneself and the organization and demonstrates a positive attitude towards work and the Company.

Nice To Haves

Associates or Bachelors degree preferred.

Responsibilities

Assist Service Sales Team with invoicing and associated documentation.
Responsible for portal order confirmations, SES and/or ship confirmations as required such as Ariba, GEP, ISupplier etc.
Assist with turnaround invoicing requirements as required such as spreadsheets, SOFA’s ARIBA, proof of delivery and packing list.
Review Test/Repair reports for invoicing accuracy.
Modify Invoices as required to meet customer Purchase Order.
Book Credit/Rebill as required, you will need to work with Sales/Service.
Verify customer account is taxable/non-taxable, freight terms adhere to customer purchase orders prior to invoicing.
Update Serial Cards as required.
Review Actuals tabs, follow price book pricing, add PO’s, labor, consumables, testing, tubing and fitting charges, and outside services as required.
Respond to customer invoice requests via phone or e-mail in a timely manner.
Provide Microsoft Office support as required to include Excel spreadsheets, Word documents, and PowerPoint presentations.
Problem solving for customer complaints, specifically invoicing errors.
Special projects such as designing documents, running reports, analyzing data, etc.
Provide pricing updates to customers via facsimile, e-mail, etc., as requested by the customer to meet the customers’ expectations.
Provide assistance with the collection of accounts receivable as required to meet corporate goals for collections.
Responsible for providing suggestions to improve work process, including reduction in non-conformance, increased efficiency, profitability, and overall time for invoicing.
Perform any other duties required to complete invoicing and customer documentation.