Administration Support

Key Responsibilities

• Perform administrative services for the Phoenix Arizona location, including office clerical and support services and customer service.
• Set up jobs for the workshop, prepare packets for supervisors, and enter, track, and expedite all workshop work in process (WIP) orders.
• Answer customer requests and questions, and serve as the first point of contact for visitors to the facility.
• Support local management's administrative needs, including scheduling of meetings and arranging travel.
• Handle various arrangements, supplies, and support for meetings, training classes, and other functions.
• Book travel arrangements and accommodations for visitors and personnel as required.
• Order office supplies to ensure proper inventory.
• Organize minor maintenance and repair of the building.
• Provide general clerical support, including accounts payable/receivable, mail distribution, processing of credit applications, and data entry.
• Enter warranty sales tools claims and close Aurora job upon acceptance or rejection of claim.
• Order vehicle safety equipment for fleet, order uniforms for field service technicians, order tools for field service technicians, and order office supplies for technicians.
• Maintain AP links for orders placed; amend and receive orders.
• Work with AR to resolve outstanding balances.
• Work with vendors and customers to be set up in Sandvik ERP.
• Secure parts and materials for technician jobs.
• Prepare quote information for parts and service jobs.
• Cook with vendors for orders.
• Follow up with Sandvik internal stakeholders as required to satisfy the requirements of WIP.
• Prepare, quote, and invoice jobs.
• Verify and enter technician time into jobs.
• Produce reports of in process, backlog, and future jobs.
• Work in Aurora S34 system processing.
• Open field service jobs for billable work, warranty, and jobs for other areas of parts & service.
• Open N00 jobs for new units, PDI, warranty, other work to be performed on the new unit.
• Maintain/track open field service jobs.

Minimum Qualifications

• A high school degree or GED.
• 2+ years of experience in office/inventory management.
• Successfully maintains a consistently positive attitude in the workplace.
• High proficiency with MS Office Suite.

Preferred Qualifications

• Excellent customer relationship skills.
• Strong organizational and time management skills.
• Proactive in finding/solving problems.
• Independent worker.
• Experience with accounting related activities.

Location

Phoenix, AZ

Compensation Range

$27 to $32/hour

Work authorization

Must have the legal right to work in the United States on an indefinite basis without employer sponsorship.