Summary

The purpose of this position is to assist Branch Managers and Service Supervisors in the day-to-day operations of the Branch, including but not limited to gathering customer material from various departments needed to assist technicians in the field, maintaining accurate training, safety, equipment records with limited supervision. This position also assists with invoicing and performs data entry in SAP and various databases.

This position is responsible for performing moderate to advanced functions, procedures, activities, and responsibilities associated with Service Administration under limited supervision. Duties include assisting other Coordinators.

Principle Responsibilities and Duties

• Assist with answering incoming service calls and dispatches Field Service Technicians and communicates work order numbers to supervisors, sales.
• Open Service work orders in SAP
• Communicate with the Salesperson, Supervisor / Manager, regarding the status of on-going jobs.
• Ensures accuracy & completeness of job information in MRS.
• Manages sharing of detailed, specialized, highly confidential, or sensitive information with external/internal customers.
• Resolves moderately complex problems and initiates identification and engages in resolution by recommending policy and procedure changes to Branch Manager or Service Administration leadership.
• Committed to continuous improvement through management of information, regularly takes initiative to solicit and act on specific feedback.
• Ensures accuracy & completeness of job information in MRS.
• Ensure Field Service Technician's time and expenses are posted to jobs in SAP and provides copies of reports and receipts and attached to job numbers in SAP.
• Provides input to help improve processes and workflows.
• Reconcile purchasing cards and expense reports for Field Service Technicians and interacts with Accounts Payable when necessary.
• Maintain Work in Progress (WIP) notes referencing the status of jobs in SAP and prepare job folders per branch requirement.
• Generate draft invoice and send to the supervisor for review and approval with all necessary documentation to be easily viewed by sales and management.
• Works to meet branch/individual objectives and goals that have been set by/with supervisor.
• Assists peers to resolve moderately complex problems and issues.
• Create a final invoice to be distributed to the customer per their guidelines.
• Generates final invoice for Parts Sales and distributes to the customer per their guidelines.
• Manages relationships with customers and other employees in a professional manner.
• Responsible for distribution of incoming and outgoing mail.
• Service as Parts Back up in smaller Branch Offices.
• Trains less experienced Service Administration staff.
• Other duties assigned by manager or supervisor.

Qualifications

• High School diploma
• Minimum of 8 years' related work experience.
• Prior experience in the oil and gas industry
• Accounts payable and receivable experience
• Experienced with ERP systems preferably SAP.
• Understands the cost and/or revenue impact of own work at a moderate degree.
• Advanced proficiency in Microsoft Word, PowerPoint, Excel
• Excellent verbal communication skills and meticulous business writing skills
• Excellent organizational skills with the ability to prioritize work to meet tight deadlines.
• Ability to work independently with a high attention to detail.
• Demonstrated ability for on-time performance in a fast-paced work environment.
• A willingness to learn new skills and serve as support in a number of capacities.
• Must pay attention to detail.
• Must have a great understanding of the invoicing/billing process.

Physical Requirements

Fast-paced general office environment. Many tasks have high degrees of time sensitivity.