Service Administrator

This position provides administrative support to the Service Team and Technicians through keeping accurate records of Self-Contained Breathing Apparatus (SCBA), Gas Meters and related products. In addition, completes billing process to customers, sending customer certificates, creating sales orders, and providing customer support on service-related activities, paperwork, and records. Provides administrative support to the Service Manager.

This position is onsite at our Abbottstown, PA location. Hours are 8 am - 5 pm Monday through Friday.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• • Answer phones and provide information/assistance
  • Process assigned paperwork for service department by service manager.
  • Creating sales orders and purchase orders for the service department.
  • Submit billing for services and repairs provided to the customers with 24 hours of receipt of paperwork.
  • Responsible for monitoring service part inventory management system.
  • Responsible for conducting parts inventory transfers in the ERP System.
  • Responsible for monitoring and updating SCBA, Gas Meters, and related products service list and ensuring the schedule for accuracy and timeliness of service.
  • Maintaining the open orders list. Reach out to the service technician weekly to determine what orders can be closed or updated.
  • Provide copies of certifications and flow charts to customers upon request.
  • Assist with updating NetSuite & FSM data entry to ensure all up to date customer information.
  • Keep up to date on MSA requirements that impact on the service department and support needed for the team.
  • Assemble and mail service literature and correspondence to potential customers.
  • Complies with all Witmer Public Safety Group Policies and Procedures.
  • Performs any other duties or projects assigned by the management team.

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Associates degree with courses in secretarial/office administration, or
• Two year related experience or,
• Equivalent combination of education and experience.
• Knowledge of modern office procedures and methods including telephone communications, office systems and record keeping.
• Knowledge of modern office procedures and methods including style and format of letters, memoranda and reports.
• Skills to use a personal computer and various software packages: Word, Excel and Outlook, company ERP system (NetSuite), service scheduling software and customer portals.
• Ability to establish priorities, work independently, and proceed with objectives without supervision.
• Ability to handle and resolve recurring problems.
• Ability to work independently in a team environment.
• Good to excellent written and verbal communication skills with customers and internal departments.
• Ability to meet all required deadlines; ability to change priorities quickly as needed; ability to independently handle stress and maintain a mature problem-solving demeanor.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to use hands and arms to reach and carry; the employee is regularly required to talk and hear. The employee frequently is required to stand; walk; and stoop, kneel, crouch. The employee is frequently required to sit and climb or balance. The employee must regularly lift and/or move objects up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.