MAN Energy Solutions enables its customers to achieve sustainable value creation in the transition towards a carbon neutral future. Addressing tomorrow’s challenges within the marine, energy and industrial sectors, we improve efficiency and performance at a systemic level. Leading the way in advanced engineering for more than 250 years, we provide a unique portfolio of technologies. Headquartered in Germany, MAN Energy Solutions employs some 14,000 people at over 120 sites globally. Our after-sales brand, MAN PrimeServ, offers a vast network of service centres to our customers all over the world.
Field Service Operations - Administrative Assistant
Summary: Answering inquiries and obtaining information for general public, customers, visitors, and other interested parties and providing information regarding activities conducted at the establishment; location of departments, offices, and employees within the organization.
Key Job Responsibilities:

• Operates telephones to answer, screens and forwards calls, provides information, takes messages and schedules appointments.
• Receives payments for services and sends to accounting for processing.
• Requests insurance certificates.
• Performs administrative support tasks such as proofreads handwritten information, operates calculators or computers to work with invoices, purchases orders, and sends these documents to the appropriate individuals and departments.
• Greets customers entering the establishment, determines the nature and purpose of their visit, and directs or escorts them to specific destinations.
• Hears and resolves complaints from customers and public.
• Files and maintains records.
• Updates MTU (s) into SAP. Updates the Work In Progress (WIP) report weekly.
• Transmits information or documents to customers using computer, mail, or facsimile machine.
• Schedules, maintains, and updates appointment calendars.
• Sets up service jobs into the SAP accounting systems and PrimeServ.
• Analyzes data to determine answers to questions from customers or members of the public.
• Provides information about the establishment such as location of departments or offices, employees within the organization, or services provided.
• Types quotes, spare parts orders, and prepare invoices for completed service jobs.
• Records expenses and performs collections duties.
• Orders office supplies.
• Prepare purchase order requisitions.
• Assists the Purchasing department as needed and supports the Sales department.
• Logs and stamps all incoming mail and distributes to contact employees.
• Performs other duties as assigned.
• Is an active member of the safety committee.
• Completes expense reports for shop and other office employees using the Concur travel system.
• Turn-in timesheets for all the temporary employees.
• Place supplies in the proper location.
• Print FedEx shipping labels for delivery.
• Maintains records of the gas receipts and the FedEx shipments.

Required Education: Associate’s Degree from a college or university is preferred but not required. High school diploma or equivalent.
Required Experience: One year minimum related experience and/or training, or equivalent combination of education and experience.
Required 3rd party Certifications/Qualifications: None
Other skills:

• Proficient in MS Office.
• SAP experience preferred but not required.

Physical Requirements: The majority of time for this position requires sitting in one place for several hours, typing on a keyboard, click and maneuver a mouse. This position mostly uses close vision (clear vision at 5 feet or less).
MAN Energy Solutions USA, Inc. is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of age, race, religion, color, disability, sex, sexual orientation or national origin.