Administrative Assistant, Parts Department

4 days ago

Frederick, Maryland, United States STULZ USA Full time $45,000 - $60,000 per year

Summary:
Central point of contact for incoming phone calls and emails for the Parts Department. This position provides administrative support to the Parts Department within Product Support.

Essential Duties and Responsibilities

  • Support incoming calls and emails for the Parts Department
  • Create and Manage Notifications within SAP and assign them to the appropriate Parts Coordinator
  • Monitoring of open Notifications and following up with the Parts Coordinator on notification status
  • Manage backordered Parts Sales Orders shipping dates and provide updates to customers in a timely manner
  • Provide immediate responses and updates on all inquiries via email and/or phone
  • Provide daily reports to management on Notification status
  • Provide tracking numbers and copies of invoices when requested

Process

  • Help identify process efficiencies and compliance.
  • Document work process for area of responsibility.
  • Other duties as required

Qualifications / Characteristics

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Administrative Assistant must be committed to service excellence and demonstrate a
Customer First
attitude at all times, possess excellent verbal and written communication skills; must be punctual; self-motivated; have the ability to work without direct supervision, and must display professionalism, patience/empathy in time-sensitive situations

  • Ability to learn and become highly effective in SAP (ERP system)
  • Strong work ethic, trainable, coachable, flexibl,e and visionary
  • Calmness under pressure
  • Attention to detail is a must
  • Good decision-making and communication skills
  • Interest in helping and working with customers
  • Sound practical judgement of priorities
  • Ability to work independently and as a team member

Education

  • High School Diploma
  • 1 – 2 years in Customer Service or equivalent customer service
  • Proficient in Microsoft Office software
  • SAP experience preferred, but not required

Language

  • Ability to read and understand English instructions

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