Parts & Service Administrator

As Parts & Service Administrator, you will be responsible for receptionist/clerical duties and supporting the parts and service departments in administering the processing of service jobs, acting as first contact for phone and in-person customers and function as back-up to the Parts Manager.

This position is located at the Lee's Summit, MO branch for Aspen Equipment and will report directly to the Branch Manager.

ESSENTIAL JOB FUNCTIONS

Answer and direct incoming calls; maintain office equipment, distribute mail; make bank deposits; receive C.O.D. payments, review payroll date and maintain records; filing; ship packages utilizing the UPS machinePlace orders on our computer system; order parts from vendors Mail invoices to customers when applicableUpdate pricing on supplies purchased; Open and close purchase orders for shop supplies and misc. itemsRequires confidentiality in processing sensitive informationServe as back-up to Parts Manager, with internal assistance Open service jobs, including customer, warranty and in-house jobs, as requested by Service Dept. personnelCheck credit status of each customer when opening jobsInput billing data including labor, parts, miscellaneous charges and description of work performedProcess credit card payments; code receiptsCode warranty credits received from vendorsContinually monitor work-in-process for aging jobsProcess month-end closing for Service Dept.Process year-end closing including updating work-in-process with supplies used-to-dateWilling to work overtime as required Must be able to lift up to 25 lbs. occasionallyPrepare job cost summary for approval by Service ManagerMaintain filing system of open and closed jobsProcess closing of monthly house jobs; Close jobs to issue invoicesProcess all service jobs (customer, warranty, parts and in-house jobs) – from opening to closingPost service mechanics’ timecards to jobs and to payroll summary report

JOB REQUIREMENTS

High school degree with two years related experience requiredMust have MS Office skills, basic accounting skills and great organizational skillsAble to interpret hand written description of a job and translate it into detailed, presentable format for invoicingAbility to handle and resolve recurring problems

Health & Safety Requirements

Perform job functions in a safe manner.Wear all Personal Protective Equipment (P.P.E.) required by Company policy for the job being performed. Know and follow established job specific and facility wide safety and health procedures and rules.Actively participate in safety and health training and demonstrate competency based on training received. Bring safety and health issues, unsafe acts, and safety suggestions to management’s attention or correct those you can.

Working Conditions

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position will be located in a combination shop and office environment, with considerable exposure to elements such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors and/or loud noises. While performing the duties of this job, the employees is occasionally required to sit, climb, balance, stoop, kneel, crouch or crawl. There is frequent lifting and/or moving of up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color and peripheral vision, depth perception and ability to adjust focus.