UK BRANCH ADMINISTRATOR en None

Job Summary

Provides administrative support for, and assists with, branch activities engaged in the rental, sales, and service of our products. Position is responsible for assisting with rental administration/coordination. Assisting with taking and processing customer orders and quoting prices. In charge of keeping the office functions running smoothly daily and assisting when management personnel are not available. Position requires a high degree of self-motivation, assertiveness, and a genuine commitment to customer service. This role is fast paced, candidate will need to be able to prioritize task in a constantly changing environment.

ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

• Inquiry/Quote Fulfillment – Fields all incoming calls and directs to appropriate team member.   
• Welcomes guests/customers into the branch office
• Responsible for all branch mail. Separates and distributes incoming mail to staff.
• Responsible for ordering office supplies with approval from the Branch Manager.
• Trained to take customer orders for parts and accessories over the telephone and at the parts counter and assist in processing customer orders.
• Quotes prices to customers for rentals and parts sales. Communicates with sales staff regarding incoming inquiries and quotes delivered.
• Assists with customer questions as related to invoices and orders.
• Analyze individual situations and take appropriate action to ensure that customer needs are met. Provide necessary follow-up.
• Assist with service-related activity such as work orders, DOT files, MSDS files, rental reports, and equipment maintenance records.
• Must be able to communicate effectively, get along with co-workers, and deal with colleagues effectively and professionally.
• Rentals administration such as coordinating incoming/outgoing rentals (units & accessories) with customers. Tracking equipment usage, inventory, return dates, and scheduled maintenance. Understands all necessary rental preparation and paperwork.
• Maintains files on signed agreements, insurance documents, and signed training acknowledgements.
• Be able to schedule delivery and pick-ups for rental equipment.
• Follow through on customer orders, order entry, credit approval limits and shipment verification as necessary.
• Assist with incoming service repair estimates and estimates for customer repairs.
• Process service repair orders for the branch and understand all aspects of billing.
• Review open rental and repair orders as needed.
• Maintain equipment maintenance records for forklifts, trucks and other equipment as required.
• Understand how to handle the companies RA & warranty procedures.
• Provide support to the Shop Team Leader and Branch Inside team.
• Assist with parts packaging and shipping on an as needed basis.
• Perform other administrative support duties as needed.
• A continuous pattern of regular and prompt attendance is required.
  
  

POSITION QUALIFICATIONS

Competency Statement(s)

• Accuracy - Ability to perform work accurately and thoroughly.
• Detail Oriented - Ability to pay attention to the minute details of a project or task.
• Ethical - Ability to demonstrate conduct conforming to a set of values and accepted standards.
• Friendly - Ability to exhibit a cheerful demeanor toward others.
• Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace.
• Organized - Possessing the trait of being organized or following a systematic method of performing a task.
• Relationship Building - Ability to effectively build relationships with customers and co-workers.
• Reliability - The trait of being dependable and trustworthy.
• Responsible - Ability to be held accountable or answerable for one’s conduct.
• Communication, Oral - Ability to communicate effectively with others using the spoken word.
• Communication, Written - Ability to communicate in writing clearly and concisely.
• Accountability - Ability to accept responsibility and account for his/her actions.
• Initiative - Ability to make decisions or take actions to solve a problem or reach a goal.
• Adaptability - Ability to adapt to change in the workplace.
• Safety Awareness - Ability to identify and correct conditions that affect employee safety.
• Working Under Pressure - Ability to complete assigned tasks under stressful situations.
• Quality – Demonstrates accuracy and thoroughness; applies feedback to improve performance; monitors own work to ensure quality.
• Quantity – Meets productivity standards; completes work in a timely manner; strives to increase productivity; works quickly.

SKILLS & ABILITIES

Education: High School Graduate or General Education Degree (GED)

Experience: Two to four years related experience in customer service or office management in a customer service oriented environment; or equivalent combination of education and experience.

Language Skills

Requires excellent verbal and written English skills.

Mathematical Skills

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.

Reasoning Ability

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.  Ability to deal with problems involving a few concrete variables in standardized situations.

Computer Skills

To perform this job successfully, an individual should have excellent computer skills using Microsoft Word, Excel, Outlook, and others as required. Experience with Microsoft Dynamics 365 desired but not required.

Certificates & Licenses

None required.

Other Requirements

Must be able to multi-task and work well under pressure, with the ability to prioritize situations as they change.

Must possess strong interpersonal skills and the ability to communicate with people at all levels of the organization

PHYSICAL DEMANDS

Other Physical Requirements

Vision (Near, Distance, Color, Peripheral, Depth Perception)

Ability to wear Personal Protective Equipment (PPE) (Eye Protection, Hearing Protection)

WORK ENVIRONMENT

The employee is occasionally exposed to moving mechanical parts, fumes or airborne particles and outside weather conditions. The noise level in the work environment is usually moderate.