Executive Administrative Assistant

Accountability:

This position is responsible for the completion of diverse and technical administrative duties supporting technical service, the OEM installation service group and field service. Must be able to work independently or with minimal supervision.

Scope and Responsibilities:

Essential duties include, but are not limited to the following:

• Proactively attains a safe and healthy work environment for all employees.

• Process and maintain paperwork and/or forms concerning routine departmental procedures and processes.

• Answer incoming calls, screens calls and direct to proper individuals for handling. Assist, as back-up, the phone attendants, including directing routine inquiries to the appropriate functional areas.

• Receive and process all service reports and attendance sheets from the field service staff, contractors, and any other individuals on field service assignments.

• Assist service staff and other travelers for Aftermarket and Installation with reservations and reporting requirements. May also assist in acquiring the necessary documents for foreign travel - passports, visas, applications, and other special requirements.

• Maintain invoicing files and provide back-up support to the AR team as needed to collect overdue payments for service invoices.

• Organize the filing system within the department and file information and records as necessary - either electronically or with hard copy.

• Process all Independent Service Provider (ISP) invoices including data stamping when received, enter P.O. numbers, vendor code, I.D. number, job number, initials. Access Work Authorization form for the job and enter labor hours, travel hours, expenses and any processing fees that may apply into SAP.

• Create purchase requisitions for Contractors, both Fives and non-Fives related support. Email completed purchase orders to appropriate Contractor.

• Enter and approve hours in SAP Time & Attendance.

• Review SAP service module regularly to ensure data is current and paid orders are processed in a timely manner.

• Provide SAP support and assistance as necessary.

• Respond to the needs of new hires for equipment, information and training.

• Orders office supplies.

• Open, sort, screen and distribute mail, ensuring a timely response. Send or distribute customer installation surveys, installation critiques and other form letters.

• Secure and arrange related material or previous correspondence required for efficient disposition.

• Organize and distribute information for all Installation Technicians/Assembly Support personnel in the OEM Installation Group.

• Prepare required reports including special or one-time reports, summaries or replies to inquiries.

• Enter weekly time reports and process expense reports.

• Order and ship parts to installation site using no charge sales orders, create return orders in SAP when required. Track defective parts. Work with suppliers to ensure parts are returned in a timely manner. Coordinate with Quality to record and identify defective parts.

• Work with SAP and related software to identify replacement/missing parts at the installation site.

• Work with Purchasing/Shipping departments to procure and ship necessary parts.

• Update and maintain Installation Schedule; gathering information from Contactors, SAP, the sales work order, the master schedule, assembly travel schedule, supervision, etc. Email updated schedules, work order, and Customer information to department staff and other Fives offices which support installations internationally.

• Create and maintain customer and machine functional location and equipment records. Register and maintain warranty registrations for purchased assemblies.

• Coordinate shipping/return of necessary tooling and equipment for Installation group, both domestic & international. Work with supervision to ensure proper equipment is delivered for smooth work flow at Installation site, which is dependent upon product type. Work with Customer to ensure timely return of equipment/tooling.

• Assist with identification and procurement of new equipment; and replacement of damaged equipment.

• Coordinate calibration of OEM Installation gauges and other equipment.

• Perform other related duties as directed by supervision.

• ISO 9001 &14001 awareness and compliance

Education/Certification:

• Certificate from college or technical school.

Experience:

• 3 - 6 months related experience or training.

Skills:

• Demonstrated expertise using Microsoft Office Suite software; focusing on Word, Excel, Outlook.

• Experience with SAP.

• Team player.

• Excellent communicator.