Operations Administrator - Archetype Permanent Solutions

Position Title: Operations Administrator 
Job Type: Full-Time

Company Overview:
At Motor Services Hugo Stamp (MSHS) and Pacific Power Group, we drive the world forward by ensuring seamless operations within the marine engine and backup power generation sectors. Our expert team provides vital maintenance, repair, and overhaul services, keeping industries like defense, emergency response, and global supply chains running smoothly. Whether it’s safeguarding military operations or ensuring the timely delivery of essential goods, our technicians, engineers, and support staff are at the forefront. Join our mission and be part of a company committed to making a global impact.

Role Summary:
As a Service Coordinator, you will be the primary point of contact for scheduling and managing service assignments for generator technicians. Your responsibilities include opening and closing service work orders, managing invoices and purchase orders, and coordinating the travel and expenses for the technicians. Success in this role requires top-tier customer service, strong organizational skills, and the ability to efficiently manage technician schedules and logistics.

Key Responsibilities:

• Open service work orders (SWOs) and maintain effective communication with the service manager and other internal teams.
• Review incoming requests to accurately generate quotes and ensure they align with customer needs.
• Track and reconcile technician time, travel expenses, and service reports related to each job.
• Invoice service work orders, verifying all details align with the customer’s purchase order and requirements.
• Address and resolve any discrepancies within service work orders.
• Support Accounts Receivable by addressing aging inquiries and working toward resolution.
• Submit new customer account requests as needed.
• Build strong relationships with internal stakeholders, proactively following up on quotes and orders to maximize opportunities and revenue.
• Collaborate with various departments to ensure efficient team coordination and timely delivery of service orders.
• Prioritize daily tasks and incoming requests to meet deadlines and customer expectations.
• Perform other related duties as assigned.

Qualifications & Experience:

• High school diploma or equivalent required.
• 1-3 years of relevant experience in a similar role.
• Experience within the maritime or energy sector is preferred.
• Familiarity with technical sales and the ability to interpret technical drawings and documents is advantageous.
• Strong customer service orientation with excellent communication and administrative skills.
• Proficiency in Microsoft Excel, Word, and PowerPoint; experience with ERP systems is a plus.
• Proven ability to manage multiple priorities and demonstrate flexibility in a fast-paced environment.

Work Environment & Physical Requirements:

• This role is based in a professional office setting and involves routine use of standard office equipment like computers, phones, and printers.
• The job frequently requires standing, walking, and using hands for various tasks.

Additional Information:

• Work Schedule: Monday to Friday, 8:00 AM - 5:00 PM
• Wage Range: $26.00 - $28.00 per hour, depending on experience.
• Benefits: Comprehensive benefits package including Medical, Dental, Vision, 401K with Company Match, 15 days PTO, 10 Paid Holidays, Life Insurance, Short/Long Term Disability, Pet Insurance, Tuition Assistance, and more.

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