Services Operations Administrator
Merriam, Kansas, United States of America
Full Time
5 days ago
Key skills
Project ManagementSales
About this role
IBT Industrial Solutions is seeking dependable, career-minded individuals who get excited about finding solutions for our customers. We have a rich culture full of long-term employees with deep expertise in their areas. It's no surprise that our creative, team-oriented employees stay with us for an average of 15-years. To reward each employee's commitment, we offer a comprehensive benefits package, tuition reimbursement, weekend-free 8-5 work schedules, a robust training program, opportunity for rapid advancement, and retirement savings with a company match. Apply here to love your work and who you work with, every day!
PURPOSE
As part of the Industrial Maintenance Technologies (IMT) Team, the Services Operations Administrator is responsible for tracking projects from leads generated by our branches and marketing department, through quoting and ultimately through project closure. This position works closely to communicate effectively with internal and external teams while utilizing existing Epicor P-21 and Project Management software for quote/project tracking and assisting Project Managers with Epicor P-21 accounting tasks in relation to the IMT Team.
MAJOR RESPONSIBILITIES
• Use existing Project and Quote Tracking Software to initiate the quoting process from leads generated by our Marketing team or Branch employees. Also work with the marketing department and branches to help generate new leads that are applicable to the IMT team.
• Track Quoting process as they are assigned to the technicians by the Director of the department. Initiate Quote in P-21 as technicians finish formal written quotes and maintain the electronic project folder.
• Configuration and Quoting of new Quantis gear units (via Dodge PT software).
• Convert Quotes to Projects in the Project Tracking Software as purchase orders are received.
• Work with the Field/Gear Technicians to convert quotes to orders in the P-21 and maintain the order as the project progresses.
◦ Create main order in the P-21
◦ Create all necessary customer invoices.
◦ Create, track and receive all necessary vendor purchase orders.
◦ Track all freight costs and ensure 100% freight invoicing
◦ Maintain Project Tracking Software to ensure all project timelines are met.
◦ Close order when project is completed
• Maintain working relationships with all necessary vendors/manufacturers.
◦ Schematics and Breakdown Documents
◦ Special Quoting (Repair parts, replacement units, new or substitution units) + Availability.
◦ Ordering/Logistics
• Submission and upkeep of Gear Shop Build Warranty(s).
• Develop and maintain monthly reports of quotes completed, project billings and project closings.
• Work with the Department inside sales to maintain P-21 pricing, quote records.
• Assist inside sales with developing parts, special orders, and otherwise on as-needed basis.
KNOWLEDGE/EXPERIENCE
• Strong knowledge in industrial sales, distribution or related fields, preferred.
• Digitally savvy with the ability to adapt & evolve to constant movement, required.
• Knowledgeable within P-21/spreadsheet and basic computer skills.
• Proficiency in all applicable software areas (Dodge PT, Gear Menu, misc. Project Tracking Software).
• Able to learn IBT’s business processes including departmental responsibilities to best serve the customer.
• Significant experience in customer service, preferably in a digital environment.
POSITION TYPE/EXPECTED WORK HOURS
This is a full-time, 40 hours per week position based out of our Merriam, KS headquarters location. The majority of work will be Monday-Friday, 8:00am to 5:00pm, but there may be times where there is an expectation to work extended hours as dictated by business needs. Travel for training may also be required.
BENEFITS
Competitive compensation with comprehensive benefits, including medical, dental, vision, prescription, paid vacation & holidays, wellness, 401(k), education reimbursement, and much more.
WORK AUTHORIZATION
The candidate must be authorized to work in the United States.
#HP
IBT Industrial Solutions is an Equal Employment Opportunity and Affirmative Action Employer. All qualified applicants will receive consideration for employment without regards to that individual's race, color, religion or creed, national origin or ancestry, sex (including pregnancy), sexual orientation, gender, gender identity, age, physical or mental disability, veteran status, genetic information, ethnicity, citizenship, or any other characteristic protected by law.
PURPOSE
As part of the Industrial Maintenance Technologies (IMT) Team, the Services Operations Administrator is responsible for tracking projects from leads generated by our branches and marketing department, through quoting and ultimately through project closure. This position works closely to communicate effectively with internal and external teams while utilizing existing Epicor P-21 and Project Management software for quote/project tracking and assisting Project Managers with Epicor P-21 accounting tasks in relation to the IMT Team.
MAJOR RESPONSIBILITIES
• Use existing Project and Quote Tracking Software to initiate the quoting process from leads generated by our Marketing team or Branch employees. Also work with the marketing department and branches to help generate new leads that are applicable to the IMT team.
• Track Quoting process as they are assigned to the technicians by the Director of the department. Initiate Quote in P-21 as technicians finish formal written quotes and maintain the electronic project folder.
• Configuration and Quoting of new Quantis gear units (via Dodge PT software).
• Convert Quotes to Projects in the Project Tracking Software as purchase orders are received.
• Work with the Field/Gear Technicians to convert quotes to orders in the P-21 and maintain the order as the project progresses.
◦ Create main order in the P-21
◦ Create all necessary customer invoices.
◦ Create, track and receive all necessary vendor purchase orders.
◦ Track all freight costs and ensure 100% freight invoicing
◦ Maintain Project Tracking Software to ensure all project timelines are met.
◦ Close order when project is completed
• Maintain working relationships with all necessary vendors/manufacturers.
◦ Schematics and Breakdown Documents
◦ Special Quoting (Repair parts, replacement units, new or substitution units) + Availability.
◦ Ordering/Logistics
• Submission and upkeep of Gear Shop Build Warranty(s).
• Develop and maintain monthly reports of quotes completed, project billings and project closings.
• Work with the Department inside sales to maintain P-21 pricing, quote records.
• Assist inside sales with developing parts, special orders, and otherwise on as-needed basis.
KNOWLEDGE/EXPERIENCE
• Strong knowledge in industrial sales, distribution or related fields, preferred.
• Digitally savvy with the ability to adapt & evolve to constant movement, required.
• Knowledgeable within P-21/spreadsheet and basic computer skills.
• Proficiency in all applicable software areas (Dodge PT, Gear Menu, misc. Project Tracking Software).
• Able to learn IBT’s business processes including departmental responsibilities to best serve the customer.
• Significant experience in customer service, preferably in a digital environment.
POSITION TYPE/EXPECTED WORK HOURS
This is a full-time, 40 hours per week position based out of our Merriam, KS headquarters location. The majority of work will be Monday-Friday, 8:00am to 5:00pm, but there may be times where there is an expectation to work extended hours as dictated by business needs. Travel for training may also be required.
BENEFITS
Competitive compensation with comprehensive benefits, including medical, dental, vision, prescription, paid vacation & holidays, wellness, 401(k), education reimbursement, and much more.
WORK AUTHORIZATION
The candidate must be authorized to work in the United States.
#HP
IBT Industrial Solutions is an Equal Employment Opportunity and Affirmative Action Employer. All qualified applicants will receive consideration for employment without regards to that individual's race, color, religion or creed, national origin or ancestry, sex (including pregnancy), sexual orientation, gender, gender identity, age, physical or mental disability, veteran status, genetic information, ethnicity, citizenship, or any other characteristic protected by law.