Administrative Operations Specialist

Overview

Administrative Operations Specialist Jobs in United States at California Institute Of The Arts

Service Support Administrator

PlanET Biogas Group is a world leader in the biogas industry with over 20 years of experience in the design and construction of anaerobic digestion technology. With more than 550 successfully installed plants worldwide, PlanET is a major player in the global biogas industry. PlanET has more than 250 employees worldwide based in Germany, Netherlands, France, the UK, USA, and Canada. PlanET’s portfolio covers all areas of biogas technology including Aerobic Digestors and RNG systems from initial planning, design, construction to on-site service and remote support.

For the continued expansion of its North American operations, PlanET is looking for a Service Support Administrator to join our team. Reporting to the Operations Manager, the Service Support Administrator will be responsible for providing administrative assistance to our service department, ensuring efficient coordination of service activities.

Responsibilities:

· Provide administrative support to the Service Department, including managing schedules, maintaining records, and preparing reports.

· Assist in processing service orders including data entry, invoicing, and billing.

· Ensure data accuracy and consistency within the ERP system.

· Monitor the performance of the ERP system, troubleshoot issues and coordinate system upgrades.

· Greet visitors, manage incoming calls, and handle correspondence.

· Provide general administration support to the office, including shipping support, ordering supplies and office documentation.

· Collaborate with other departments, including finance, operations, and purchasing, to ensure seamless coordination of service activities and adherence to company policies and procedures.

· Coordinate vendor quotes to support Service Coordinator

· Maintain inventory of service parts and supplies, monitoring stock levels, and coordinating replenishment as needed.

· Manage invoices and accounts payable for service customers.

· Maintain detailed records of parts, transactions, including receipts, issues, returns, and adjustments. Including follow up with vendors on all parts tracking.

· Maintain accurate financial records and documentation.

· Generate and send invoices to customers or clients.

· Review invoices for accuracy and completeness.

· Process payments received and update customer accounts accordingly.

· Adapt to changing priorities and take on new responsibilities as required to meet the evolving needs of the organization.

· Organize shipments to clients from warehouse inventory.

· Handle multiple customer service requests or office duties at once, prioritizing tasks to maintain efficient office operations.

Qualifications:

· High school diploma or equivalent required

· Previous experience in a customer service or administrative role, preferably in a service or technical environment.

· Strong communication and interpersonal skills, with the ability to interact professionally with customers and colleagues.

· Proficiency in Microsoft Office suite (Word, Excel, Outlook) .

· Flexibility to adapt to changing proprieties and handle multiple tasks simultaneously.

Job Type: Full-time

Pay: $26.00 – $31.00 per hour

Benefits:

401(k) matching
Employee assistance program

Schedule:

8 hour shift
Monday to Friday

Work Location: In person

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Title: Administrative Operations Specialist

Company: California Institute Of The Arts

Location: United States