Parts & Service Administrator at Aspen Equipment, LLC in Lee's Summit, Missouri

Job Description:

As Parts & Service Administrator, you will be responsible for receptionist/clerical duties and supporting the parts and service departments in administering the processing of service jobs, acting as first contact for phone and in-person customers and function as back-up to the Parts Manager. 

This position is located at the Lee's Summit, MO branch for Aspen Equipment and will report directly to the Branch Manager.

ESSENTIAL JOB FUNCTIONS:

• Answer and direct incoming calls; maintain office equipment, distribute mail; make bank deposits; receive C.O.D. payments, review payroll date and maintain records; filing; ship packages utilizing the UPS machine


• Place orders on our computer system; order parts from vendors Mail invoices to customers when applicable


• Update pricing on supplies purchased; Open and close purchase orders for shop supplies and misc. items


• Requires confidentiality in processing sensitive information


• Serve as back-up to Parts Manager, with internal assistance 


• Open service jobs, including customer, warranty and in-house jobs, as requested by Service Dept. personnel


• Check credit status of each customer when opening jobs


• Input billing data including labor, parts, miscellaneous charges and description of work performed


• Process credit card payments; code receipts


• Code warranty credits received from vendors


• Continually monitor work-in-process for aging jobs


• Process month-end closing for Service Dept.


• Process year-end closing including updating work-in-process with supplies used-to-date


• Willing to work overtime as required 


• Must be able to lift up to 25 lbs. occasionally


• Prepare job cost summary for approval by Service Manager


• Maintain filing system of open and closed jobs


• Process closing of monthly house jobs; Close jobs to issue invoices


• Process all service jobs (customer, warranty, parts and in-house jobs) – from opening to closing


• Post service mechanics’ timecards to jobs and to payroll summary report

JOB REQUIREMENTS:

• High school degree with two years related experience required


• Must have MS Office skills, basic accounting skills and great organizational skills


• Able to interpret hand written description of a job and translate it into detailed, presentable format for invoicing


• Ability to handle and resolve recurring problems 

Health & Safety Requirements:

• Perform job functions in a safe manner.


• Wear all Personal Protective Equipment (P.P.E.) required by Company policy for the job being performed. 


• Know and follow established job specific and facility wide safety and health procedures and rules.


• Actively participate in safety and health training and demonstrate competency based on training received. 


• Bring safety and health issues, unsafe acts, and safety suggestions to management’s attention or correct those you can.

Benefits:

• Competitive total rewards package including benefits and 401(k) beginning day one of employment.


• Continuing education and training opportunities; tuition reimbursement for those who qualify.


• Vacation and Holiday pay


• Paid Parental Leave


• And much more!

Working Conditions:

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

This position will be located in a combination shop and office environment, with considerable exposure to elements such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors and/or loud noises. While performing the duties of this job, the employees is occasionally required to sit, climb, balance, stoop, kneel, crouch or crawl. There is frequent lifting and/or moving of up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color and peripheral vision, depth perception and ability to adjust focus.