Job Description

PRIMARY FUNCTION:

This position is responsible for performing clerical duties to ensure correct billing to customer, accurate salaries for employee, correct accounts payable and receivable, to maintain work orders, compile and deliver monthly reports, and to maintain good customer relations by handling customer inquiries and concerns.

ESSENTIAL DUTIES:

• Opens work orders to support Field Service Operations.
• Reviews, updates, and closes work orders.
• Separate work order packets and maintain work order filing system.
• Identify and route appropriate warranty documents to the warranty department.
• Collects time, calculates hours checking for accuracy in time, customer number and work order number, makes corrections, and enters time worked for payroll into computer. Logs time on time sheets and puts time cards in order by employee and date. Routes cards to Information Systems. Provides ongoing coaching to Technicians regarding errors.
• Calculates meal and outside purchase expenses. Logs to expense sheet, bills to work orders, codes for payment and routes to Service Manager for approval. Sends completed forms to Accounting Department.
• Maintains manual absentee calendars for all service personnel and the Service Manager. Updates computer records for vacation/sick/personal business leave for non-exempt and exempt service department personnel.
• Answers telephone for service department routes calls to appropriate personnel. Ensures excellent customer relations by resolving telephone or direct request, issues or concerns.
• Issues, codes, approves and receives purchase orders using on-line system. Bills outside purchases to work orders and PM’s. Maintains files.
• Types correspondence, quotes, records, completing forms, reports, etc. Maintains department files.
• Receives mail and distributes.
• Coordinates customer inquiries and concerns.
• Workers Compensation Information Coordinator:
  • Reports and processes accident reports as needed.
  • Maintains current authorized caregivers' information.
• Maintains office machines and supplies (printers, copier, typewriter, etc.).
• Transmits through facsimile information for the department.
• Calculates C.O.D. jobs for the field staff and the shop. Records payment on the work order and forwards payments to the Accounting Department.
• Issues credit to customers and writes journal entries to correct customer billings.

Leadership Role Only

• Coordinates preventive maintenance program.
• Types and mails contracts to customers.
• Set up new PM contracts on the PM scheduling system.
• Enters completed PM’s daily into the PM scheduling system for Raleigh Industrial and all rentals for all Industrial Branches.
• Generates and distributes weekly the PM schedule to the Field Service Supervisor and the Field Service Technicians.
• Maintains the PM Master List for the Field Service Staff and updates the list quarterly.
• Calculates PM and bills customer for service and parts utilized daily.
• Prepares the following reports:
  • Work In Process -no activity (weekly)
  • Field Service Truck - expense (monthly)
  • M&R Life to Date Results (monthly)
  • Personal Use of Company Vehicle (quarterly)

MINIMUM REQUIREMENTS:

Education:

High School diploma.

Work Experience:

Two years working experience in a similar administrative related position.

Physical:

Must be able to work for long periods while seated. Must have ability to clearly communicate with customers on the phone or in person.

Good customer relations and pleasant personality is a must.

Must be PC literate with an intermediate skill level in word process and data base management software. (preferably Microsoft).

This job description is not intended to be all-inclusive. Your supervisor may request and assign you similar duties. Any major modification of this job role requires Human Resources approval.