Administrator

JOB FAMILY & GRADE

REPORTS TO

EXEMPTION STATUS

Administration

Manager, Aftermarket Sales

U.S.

• Nonexempt

JOB SUMMARY:

The Aftermarket Administrator assists the Sales and Project Team with duties related to organizing and controlling Aftermarket parts and services solutions across multiple functional lines.

This role provides the Internal Sales Team and Project Team support to ensure that the Company delivers a quality product or service that meets the customers' expectations. This role performs multiple administrative and logistical support functions such as the extraction, gathering, compilation, and distribution of related documents from internal sales, project management, and engineering through the aftermarket parts/service contract life.

The role additionally includes administrative functions related to the Monroe, CT office. This includes shipping and receiving administration related to the aftermarket order processed through the office as well as general administrative procedures related to overall office functionality.

In addition, the role will include the responsibility of entering customer orders into the company's ERP System. These responsibilities will align the sales of the project with the project team execution and the finance and contracts departments.

Overall, this role supports key internal departments and operations as well as customer deliverables.

ESSENTIAL DUTIES & RESPONSIBILITIES:

This job description represents only the primary areas of responsibility; specific position assignments will vary depending on the needs of the department.

To perform the job successfully, an individual must be able to execute each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Aftermarket Administration

• Performs various administrative and logistical support functions for the company's aftermarket business.

• Maintains the transmittal and document database to ensure complete and accurate record-keeping supporting the aftermarket process.

• Completes general administrative functions to ensure timely, accurate and efficient delivery of services.

• Helps manage standard product orders from engineering through delivery, invoicing, and closeout.

• Works within CRM (Salesforce) and ERP (Epicor) systems to track and log information.

• Collects/updates/assembles documentation to support engineering, vendors and customers. Types of documents may include, but are not limited to: Material lists, service reports, time sheets, supplier invoices, expense reports, etc.

• Assists in monitoring progress on aftermarket parts and services deliverables to include, but not limited to information logging, scheduling, procurement of materials, shipping, invoicing, etc.

• Supports the Company's invoicing and collection efforts by ensuring invoicing is completed accurately and on time as soon as all contractual terms and conditions are met, as well as by monitoring the aging report and following up with customers on a consistent basis.

• Continues to develop additional knowledge and understanding of the parts and services related to the company's aftermarket solutions to provide a more complete and effective support of projects.

Monroe, CT Office Administration

• Performs various administrative and logistical support functions for office operations.

• Assists with shipping and receiving of aftermarket and test parts and equipment.

• Responsible for office-related invoicing and record-keeping

• Responsible for mail distribution

• Maintain stock of office materials

Order Entry Administration

• Performs various administrative functions for project order entry into the company's ERP system

• Validate order entry requests from Sales, and ensure all required documentation is complete and signed.

• Coordinate order entry approvals during initial order entry and for change orders.

• Lead and set up all orders, all jobs, and all projects in the ERP system and ensure all files are handed over to the Execution team to start the project

• Process order closing every month end and keeping ERP records up to date for month end.

• Ship the orders in the system and close sales order.

EDUCATION AND EXPERIENCE:

• High school diploma, GED or equivalent work experience or training/education, however attained.

• 3-5 years of general office experience; experience within a manufacturing, engineering, or services environment is preferred such that an understanding of the importance of timely/accurate execution from an equipment and/or services perspective (i.e., compilation of reports, maintaining schedules, supplier management, etc.) is known or can be learned.

• Experience in support of project management techniques, however attained.

• Successful completion of degree core courses in finance, and business acumen or practical experience a plus.

• Demonstrated typing and computer proficiency in all business-related software packages (i.e., MS Word, MS Excel, MS PowerPoint, etc.); exposure to MRP/ERP systems, Adobe Acrobat Pro preferred.

COMPETENCIES

KNOWLEDGE:

• Microsoft Office Suite; ERP systems, ADP, Epicor and/or D365 are beneficial. Familiarity with EPM tools (e.g., Hyperion, TM1, etc.) preferred.
• · Customer and Personal Service (intercultural skills, service-minded)

• Knowledge of principles and processes for providing customer and personal services.

• · General knowledge of the following

• Accounting

• General knowledge of accounting principles and practice.

• Mathematics

• General knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.

• Engineering and Technology- General knowledge of the practical application of engineering science and technology. This includes applying principles, techniques, procedures, and equipment to the design and production of various goods and services.

• Materials

• Knowledge of material science, including their properties and interaction with other products in the system.

• English Language-Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

COMPETENCIES

SKILL IN:

• Exercising confidentiality, discretion, and sound judgment.

• Sense of Urgency

• Motivated self-starter.

• Social Perceptiveness

• Being aware of others' reactions and understanding why they react as they do.

• Mathematics

• Using math to solve problems.

• Critical thinking

• Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

• Judgment and Decision Making

• Considering the relative costs and benefits of potential actions to choose the most appropriate one.

• Sales and Marketing

• Knowledge of principles and methods for showing, promoting, and selling products or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems.

• Reading Comprehension

• Understanding written sentences and paragraphs in work-related documents.

• Active Listening

• Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

• Science

• Using scientific rules and methods to solve problems.

• Persuasion

• Persuading others to change their minds or behavior.

• Analytical

• Strong analytical skills. Being able to analyze complex challenges by identifying

fundamental drivers, fact-finding and creating options based on facts and figures.

• Speaking

• Talking to others to convey information effectively.

• Coordination

• Adjusting actions in relation to others' actions.

• Writing

• Communicating effectively in writing as appropriate for the needs of the audience.

• Negotiation

• Bringing others together and trying to reconcile differences.

• Well-developed ability to multi-task and prioritize with strong attention to details.

ABILITIES IN:

• Mathematical Reasoning-The ability to choose the right mathematical methods or formulas to solve a problem.

• Oral Comprehension-The ability to listen to and understand information and ideas presented through spoken words and sentences.

• Written Comprehension-The ability to read and understand information and ideas presented in writing.

• Number Facility-The ability to add, subtract, multiply or divide quickly and correctly.

• Organization and prioritization-The ability to prioritize and organize workload with strong attention to details.

• Science

• Using scientific rules and methods to solve problems.

• Information Ordering

• The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).

• Deductive Reasoning

• The ability to apply general rules to specific problems to produce answers that make sense.

• Inductive Reasoning

• The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).

• Oral Expression

• The ability to communicate information and ideas in speaking so others will understand.

• Written Expression

• The ability to communicate information and ideas in writing so others will understand.

• Problem Sensitivity

• The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.

• Speech Clarity

• The ability to speak clearly so others can understand you.

ADA REQUIREMENTS (For U.S. positions only):

Positions in this function typically require typing, sitting, climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions.

• Concentrated mental and/or visual attention. The work involves performing complex tasks to very close accuracy and quality specifications, or a high degree of hand and eye coordination for sustained periods.

• The job is typically performed under comfortable working conditions; any disagreeable elements are generally absent during normal performance of job.

• Compliance with company attendance standards.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Incumbents may be subjected to moving mechanical parts, electrical currents, vibrations, fumes, odors, dusts, gases, poor ventilation, chemicals, oils, extreme temperatures, inadequate lighting, workspace restrictions, intense noises, and travel.

TRAVEL REQUIREMENTS:

No travel is required.

NOTE:

The above job description is intended to represent only the primary areas of responsibility; specific position assignments will vary depending on the business needs of the department.

JOB DESCRIPTION HISTORY INFORMATION:

Prepared by J. Broderick

Date: 2024.06.04

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