What are the responsibilities and job description for the Distribution Administrator position at eTeam Inc.?
Directly interfaces with customers by creating quotations, order acknowledgements, order status and RMA returns related to spare parts sales activities. This position requires prompt response and action to customer orders and inquiries and must be able to multi-task in a fast-paced environment. Creates delivery notes in a proactive manner coordinating with warehouse and logistics teams to accomplish on-time-delivery performance objectives. Provides first level customer service to both external and internal customers and programs. Coordinates spares external demand and internal demand with Materials Planning & Purchasing teams to secure material availability to support on time customer deliveries.
Essential Functions / Key Areas of Responsibility
Receive incoming Materials utilizing SAP
Performs spares sales order management activities to include : quotation, sales order entry, order acknowledgement, order changes, order status, order fulfillment coordination to meet order delivery commitment, and occasional invoicing.
Responsible to verify spares order booking and entry to ensure accuracy and completeness of information into the SAP ERP system to include : customer data, part number, quantity, pricing / discounts policies, shipping instructions and terms, and delivery dates. Ensure order compliance to customer RFQ, customer contract, or Sales Catalog.
Continuously works within a Microsoft Outlook mailbox and some customer internet portals to receive and respond to customer requests and orders in a prompt manner while ensuring such environments are kept current and up to date.
Professionally responds to customer (external and internal) questions, inquiries for information, order changes, and expedite requests in a timely manner. Establishes positive customer relationships through professional and effective : customer service, conflict / issue resolution, and timely communication.
Provides regular spares order status, reports delivery performance, and tracks backorders. Coordinates with Purchasing, Material Planning, and the Distribution Center teams to ensure on time shipment to meet delivery commitments. Proactively identifies orders at risk of shipping late or on hold and coordinates resolution. Accountable for monitoring and analyzing delivery performance results, identifying performance issues, and recommending changes for improvement.
Addresses customer complaints for rejected or disputed shipments or invoices to include : tracking shipments, issuing RMA’s for returns, issuing credit memo’s, providing missing documents, or providing exchange orders. Responsible to track, review, and analyze customer complaints / disputes and recommend actions to prevent recurrence.
Performs other duties as assigned.
Minimum Requirements : Skills, Experience, Education, Technical / Specialized Knowledge, Certifications, Language
AA / AS degree in a related field and a minimum of one (1) year of related experience, or a high school diploma / GED with at least two (2) years’ experience or a comparable combination of relevant education and experience.
Related work experience includes : Customer Service, Sales Order Administration, Supply Chain, Distribution Center Operations, Material Planning / Scheduling, Purchasing, or Inventory / Production Control.
Strong written and verbal communication skills; must speak, read and write English fluently.
Results oriented with strong organizational skills and attention to detail.
Ability to accurately calculate figures and amounts such as order totals, credits, discounts and percentages.
Demonstrated work experience in a matrix organization along with the ability to work within a team.
Ability to work independently and to be a self-starter; ability to multitask and effectively prioritize tasks.
Ability to identify potential issues before they arise and take corrective action to eliminate the risk.
Legally eligible to work in the country in which the position is located
Preferred Qualifications
Experience with : ERP based Sales Order Management systems with / without EDI, basic MRP analysis & replenishment, and basic Inventory System functions; SAP preferred.
Working knowledge of quotation / sales order management processes.
Previous Spare Parts support experience in the airline and / or electronics manufacturing & repair industry preferred.
Good to strong skills with Microsoft Outlook, Word, Excel, and PowerPoint.
Experience with generating and maintaining Reports, Metrics, Charts, and Dashboards with ability to write routine reports and correspondence.
Ability to read and interpret documents such as safety rules, operating procedures, maintenance instructions / manuals / bulletins, and basic engineering drawing notes and parts lists.
Working knowledge of Import / Export regulations, Incoterms, and ability to read and interpret purchase order terms & conditions.
Ability to solve practical problems and deal with a variety of variables in situations where only limited information exists.
Certification & Training : Customer Service or APICS Inventory / Planning or ISM Supply Chain a plus.
Special Position Requirements
Schedule : Monday through Friday during core business hours.
Travel : This position requires less than 10% travel. Any possible travel would be primarily domestic; however, international travel may be required.
