Summary of Accountabilities
Organizes and performs certain administrative functions of the service department including, but not limited to: customer record keeping; invoicing, and processing warranty claims.
Primary Duties and Responsibilities
- Act as an interface with customers by answering the telephone, assisting walk-in customers, and providing other assistance and communication as required.
- Compile labor hours worked and compute charges on work orders to generate invoices to customers.
- Prepare timecards to be turned in to payroll department. Match work order timecards to payroll time to ensure accuracy.
- Generate work orders upon request for service by entering information about work to be performed, generate estimates, generate an invoice, and deliver to customer by fax or mail.
- Maintain and file work orders, invoices, and warranty claims.
- Produce purchase orders for services performed by outside vendors.
- Keep track of employee’s tool allowances, prepare purchase orders for tools, create invoices so that accounting can bill accordingly.
- Oversee the processing of warranty claims by receiving damaged goods, complete paperwork and file with vendor, issue credit to customer, includes checking the office administrator claims.
- Responsible for processing returned parts to internal and external customers.
- Ensure effective communication by delivering e-mail/phone messages to maintenance employees.
- Other duties as assigned by direct supervisor.
The above statements are intended to describe the general nature and level of work of the job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of this position.
Education and Experience
- Two- year college degree in business or related field preferred
- Two to three years of related experience in aircraft parts, or aviation related experience preferred
- Strong computer skills including Microsoft Word, Excel and Outlook
- Must possess strong written and verbal skills
- Highly organized and skilled at administrative tasks to include filing, organizing, and records retention
- Possess exceptional internal and external customer service skills
- Able to work required schedule without deviation
- Able to multi-task in a fast-paced environment
Communication Skills
Ability to read and comprehend detailed instructions, correspondence, and memos. Ability to write clear, concise correspondence. Ability to effectively present information in one-on-one to customers, clients, and other employees of the organization. Good grammar and spelling skills.
Physical Requirements
Occasional periods of walking, standing, stooping. Frequent periods of sitting.
Frequent use of hands and fingers. Frequent periods of talking and listening. Occasional lifting up to 20 pounds.
Work Environment
Normal office environment, however, occasionally exposed to engine noise and general shop conditions.
Additional Requirements or Skills
Mathematical Skills:
Basic math skills including adding, subtracting, multiplying and dividing.
Computer Skills:
Must have advanced skills in MS office applications including word, excel, access, and Microsoft outlook
Equal Opportunities
Equal Opportunity Employer, including disability and protected veteran status.
Except where prohibited by state law, all offers of employment are conditioned upon successfully passing a drug test.
This employer uses E-Verify.