Sales Support Crane Arrival Loadout Coordination AdministratorHouston, TX | ID должности 72991

Administers and coordinates the activities of clerical and administrative support for the Sales Support Crane Arrival Loadout department. Provides administrative support by handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings. Answers inquiries and obtains information for the general public, customers, visitors, and other interested parties. Provides information regarding activities conducted at the establishment, locations of departments, offices and employees within the organization. Sets the positive example in punctuality and professional demeanor by respectful communication with all levels of staff, keeping work areas clean and orderly, and promoting safety regulations and all other company programs.

Responsibilities

• Operates telephone business equipment to relay incoming, outgoing, and interoffice calls. Supplies general information to callers and records messages. Updates internal telephone lists.
• Interacts with customers to provide information in response to inquiries about products and services.
• Receives and distributes incoming mail to each department.
• Relay work orders, messages, and information to or from loadout work crews, supervisors, and sales administration.
• Monitors and tracks all incoming crane arrivals utilizing all available shipping reports.
• Maintains inventory list of new machines inventory in stock at all affiliated branches.
• Maintains Sales inventory list of individual crane components and loose equipment in inventory at affiliated branches.
• Creates job service processes for all incoming crane arrivals for port loadouts in BaaN.
• Records time and expenses of loadout employees for data entries into BaaN for each process.
• Post and scan service reports in BaaN for completed service processes.
• Receives sub-contract invoices for service processes, reconciles purchase orders and delivery tickets with invoices, and enters invoice numbers and purchase orders into service processes. Once approval is granted, processes copies for files and project folders, codes third party invoices and submits to Accounting department for payment.
• Prepares all Loadout service processes for invoicing. Retrieves all documentation for completed processes. Drafts according to service intervention type and completes the invoicing procedure. Mails all invoices to internal or external customers with proper backup.
• Completes customer contact forms, prepares change of address records and delivery address changes using computers.
• Uses word processor / computer to type reports, forms and other material from rough draft or corrected copy. Operates keyboard to input and verify data before printing.
• Files correspondence, invoices, receipts and other via online scanning system. Locates and removes material from files when requested.
• Monitors and edits timekeeping records for Sales Support Crane Arrival Loadout team non-exempt personnel in support of management. Records approved leave requests in timekeeping system, and transmits timekeeping records to Payroll as required.
• Assists other administrative staff in the distribution of mail, preparation of purchase orders, processing of accounts payable invoices, shipments, filing and correspondence, and ordering of supplies.
• Oversees the maintenance of quality standards through visual and mechanical inspection methods.
• Oversees the handling and disposing of hazardous wastes, such as toner, and similar material.
• Sets the positive example in punctuality and professional demeanor by respectful communication with all levels of staff, keeping work areas clean and orderly, and promoting safety regulations and all other company programs.

Competencies

• Education and Experience: High school graduate or GED, and at least 3 years of experience in similar administrative setting.
• Demonstrated initiative to visualize, organize, manage, and complete projects in individual and group settings.
• Ability to interface with all levels of staff.
• Demonstrated ability to handle confidential information.
• Proficiency in PC based word processing and spreadsheets.
• Ability to multi-task while completing work in a competent and professional manner.
• Travel domestically and internationally up to 5% of the time.
• Ability to obtain and maintain a valid driver license.

Our Offer

A comprehensive benefits package that includes major medical, dental and vision insurance, 401K plan with company match, paid vacation and personal days.

Referral Bonus: Tier IV

Have we awoken your interest? Then we look forward to receiving your online application. If you have any questions, please contact Anne Manspile.

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