Engineering & Service Solutions Administrative Coordinator -Columbia PSI

Engineering & Service Solutions Administrative CoordinatorAt Columbia we come to work every day driven by the belief that innovation can transform industries, empower communities, and create a more efficient, sustainable world.With operations spanning five continents and a commitment to excellence in service and support, our purpose extends beyond engineering advanced equipment. We are pioneering innovation and paving a better tomorrow with factory automation solutions worldwide.Summary:Provide essential administrative support for the Engineering & Service Solutions department (ESS) by implementing administrative systems, procedures and policies as well as administering engineering projects. Provides customer service support by assisting with service administrative processes and procedures. Scheduling outside service per communication with customers and field service technicians. Data entry of all associated time and travel expenses for service work into Dynamics CRM and Business Central. Supports CPSI Parts and Upgrades Sales Reps as well as CPSI Service Team with any travel arrangements, office administration or special projects (as needed).Essential Duties and Responsibilities:Assists CPSI with administrative duties.Provides telephone support to Engineering Dept. when needed and requestedMaintains customer files, scan customer's information in Columbia's database.Creates Project folders for ME and EEMaintains Engineering's Daily Project Schedules (Mechanical, Electrical &Mold Engineering)Distributes month end reports to managersCollects mail and distributesProvides telephone supportManages the CPSI ECR-ECO process, as well as assists Engineering with the completion of requested changes.Organizes and enters accurate data into Vault-tool (VT), BC (ERP), and Quote Manager (QM) databasesProcesses Engineering equipment paperwork on all majors, daily sales orders, warranty orders with engineered items and distributes to the appropriate Mechanical and Electrical engineersDevelops and enters item masters, part numbers, descriptions, product structures and other order information into the ERP.Records customer equipment data and order information into QM system.Reads as well as routes correspondence and inquiries appropriatelyUtilizes the Vault Tool to query existing drawings, part-numbers, etc. as well as checking out drawings and/or checking them inUtilizes ERP to view and approve Engineering time and make adjustments as needed.Contributes to customer satisfaction by supporting internal and external customer serviceProvides comprehensive customer assistance via phone or emailMaintains a professional demeanor with customers and establishes a rapport to maintain overall customer satisfactionCustomer file maintenanceUtilizes Dynamics CRM to manage customer relationships; understand and documents internal and external customer needs and expectationsCommunicates to appropriate team(s) when an expectation will not be metAdministrative support for ESS staffProcesses initial service paperwork and distributes to the appropriate personMaintains the appointment schedule and travel arrangements for Field Service staffMaintenance of Service Call (D365) databaseCompletes expense reports and credit card reconciliations for Engineering & Service staffReviews service team utilization records and prepares service billingsProcess time sheetsProcess credit card statementsSupport for the ESS ManagerCompleting expense reports and credit card reconciliationsReviews department expense recordsProcesses warranty ordersAssist Field Service Technicians with obtaining necessary visas and passportsContributes to team effortWilling to attempt new assignments or fill in for others. Back up for Receptionist (as needed)Enters Item Masters for CP & Electrical Engineers, Production Control, Purchasing, Parts Sales/Supports Palletizer Engineering when neededOther duties as assignedNon-Essential Job FunctionsBack up support for Parts and WarrantyQualifications:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Knowledge, skills and/or abilities:LEAN PrinciplesSoftwareMicrosoft Office (Word, Excel, PPT, Outlook)D365Accounting Software (BC) preferredSkills:Clerical SecretarialWritten and Oral CommunicationPeople and phone skills for internal and external customer interactionsOrganizationalComputer/TechnicalAbilities:Ability to foster and work within a team environmentAbility to work on multiple projects at one timeAbility to work under pressure and time constraintsGood reading, writing, and oral communication skillsDisplays attention to detail and consistently follows Standard Work Instructions (when available) when completing tasksDemonstrates the qualities of a "Team Player" by accepting new responsibilities and filling in for other employees when neededEducation and/or Experience:High School Diploma or GED requiredAssociates degree or equivalent experience preferred1-3+ years of work experience preferredFamiliarity with job costing as it relates to billingsColumbia offers a full benefits package including medical, dental, vision, prescription drug, life insurance, flexible spending accounts, short and long term disability, 401(k), incentive compensation, paid holidays, paid time off, and tuition reimbursement. Equal Opportunity Employer - Women and Minorities are encouraged to apply. Columbia does participate in E-Verify.Job Type: Full-timeBenefits:401(k)401(k) matchingDental insuranceEmployee assistance programFlexible spending accountHealth insuranceLife insurancePaid time offProfessional development assistanceReferral programTuition reimbursementVision insuranceSchedule:8 hour shiftDay shiftMonday to FridayAbility to commute/relocate:Denver, CO: Reliably commute or planning to relocate before starting work (Required)Work Location: In person