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Technical Services Administrative Assistant

3 months ago

Milwaukee, United States In-Place Machining Company, LLC Full time
Job DescriptionJob DescriptionDescription:

Summary

Do you have a knack for organization and a passion for making things run smoothly? We’re looking for an Administrative Assistant to take charge of all the behind-the-scenes magic that keeps our field machining projects on track. From setting up quotes to coordinating with our talented Technical Representatives, you’ll be the go-to person ensuring everything runs like a well-oiled machine. If you love being the glue that holds a team together, this role is perfect for you




Essential Duties & Responsibilities

Your day will be filled with a variety of tasks that keep our projects moving forward. While there’s always room for new challenges (we know you’re up for it), here’s what you can expect:


  • Exhibit and enforce a culture where safety is the first priority
  • Create new records in IPM quoting system for new customer inquiries, pulling information from customer emails and phone calls.
  • Respond to requests with acknowledgment and expectations for contact timeline
  • Set up new customer records and ensure information on those customers is complete and accurate.
  • Track response to customers to ensure timely and consistent communication
  • Provide timely updates to vested internal personnel
  • Receive and acknowledge customer purchase orders.
  • Manage all aspects of preparing internal project routing documents including but not limited to the following:
  1. Work scope
  2. Safety documents
  3. Technician mobilization details
  4. Inspection documents
  5. Relevant DCN’s
  • Process job change orders and ensure documentation of them is complete and accurate.
  • Verify daily field reports are submitted in a timely and accurate manner.
  • Work with finance to support accurate and timely customer billing.
  • Other administrative tasks as assigned.
Requirements:

Education

  • High School diploma required.
  • 2-year technical degree preferred.

Language Skills

Ability to read and interpret documents such as safety rules, production schedules, purchase orders, maintenance instructions, and procedure manuals. Ability to write reports, procedure manuals, and correspondence. Ability to communicate effectively with customers and other employees of the organization.


Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where a wide variety of applications require individual solutions. Ability to interpret a mix of specifications and information furnished in written, verbal, diagram, or schedule form.

  • Ability to multi-task in a fast-paced, ever-changing environment
  • Ability to work effectively in a collaborative team environment.
  • Ability to solve problems using critical thinking skills.
  • Ability to organize and manage priorities, meet deadlines, and expectations.
  • Ability to follow through on projects from conception to completion.


Physical Demands


While performing the duties of this job, the employee is required to do the following:

  • Frequently sit and stand, use hands to enter data.
  • Frequently talk or hear.
  • Frequently stand and walk.
  • Specific vision abilities: include close vision, depth perception, and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. These include: forklift traffic, overhead cranes, machining, welding, moving of mechanical parts and moderate noise. The majority of the work is performed indoors in a shop and office environment. Will spend a minimal amount of time outdoors in hot, cold, or otherwise inclement weather during part of the workweek.


Other Requirements

  • OSHA 10
  • Valid driver’s license, required
  • Travel Time – None
  • Travel Locations: jobs sites (domestic and international) and company facilities

The above statements reflect the general details necessary to describe the principal functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation.

In-Place Machining is committed to providing Equal Opportunity in Employment, to all applicants and employees regardless of, race, color, religion, gender, age, national origin, military status, veteran status, handicap, physical or mental disability, sexual orientation, gender identity, genetic information or any other characteristic protected by law.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.