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Field Service Administrative Assistant

Location: Indiana, PA, United States
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Description

Who We Are:  

Integrated Power Services (IPS) is the leading North American solution provider for power management, electro-mechanical and rotating assets. Serving customers across a wide range of industries, including power generation, utilities, water and wastewater, petrochemicals, air separation, oil & gas, metals, mining, paper, aggregates, and cement. 

IPS defines world-class electric motor and generator repair, and Power Management every day. When you work for IPS, you can learn from industry experts and discover your potential while being part of a winning team committed to upholding our core values: Safety, Integrity, Teamwork, Accountability, Customer Focus, Entrepreneurial Spirit. 

Responsibilities and Expectations: 

The Field Service Administrative Coordinator will be responsible for administrative support of the field service effort for the Indiana, PA Service Center team.  This position will also support the Field Service Manager, Sales Engineers, and Field Service Technicians in customer planning and follow-up.  Responsibilities may include:

  • Receive incoming field service request calls, tracking details such as travel, pricing, materials needed, and required workforce
  • Ensure the customer, industry, and IPS training requirements are maintained for all team members   
  • Support the Field Service Manager in scheduling field service projects by evaluating the calendars of the necessary field service technicians, and communicating with all those involved
  • Ability to source and procure required materials and outside services necessary to complete Field Service jobs using established IPS Indiana Purchasing procedures and working with the Materials Management Department
  • Perform Voice of Customer reviews to improve customer experience and drive value for IPS continuously
  • Create quotes for Field Service Manager review utilizing the quoting tool
  • Ability to ask technical questions regarding the nature of the field service request while always being professional and polite when communicating with customers
  • Ensure daily, weekly, monthly, and annual inspections and audits are completed
  • Re-enforce the safety policies, guidelines, and procedures
  • Ensure the field service reports are completed and delivered to customers promptly
  • Maintain relevant logs and documentation
  • Work with customer and seller to receive PO for jobs
  • Complete review of job cost; hours and techs compared to schedule, material received and correct markup, and any travel costs included
  • Complete review of pricing on finished jobs to include customers with agreed-upon rates and markups, customers with pre-quoted POs, and customers who request invoices/quotes after the work is completed
  • Work with the financial coordinator for invoicing.

Qualifications and Competencies: 

  • Technical background with electrical and mechanical products preferred.
  • 3 or more years of customer service experience in an industrial environment or equivalent education preferred.
  • Excellent interpersonal skills, including the ability to build rapport with current and potential customers, Field Service team members, IPS sales employees, and other customer service employees
  • Critical attention to detail
  • Excellent communication skills, both oral and written.
  • Ability to understand, perform, and retain various job-related training.
  • Flexible with hours, overtime, and some weekend work.
  • Proficient in MS Office suite 

Benefits:  

  • Paid Time Off (PTO)
  • 401k Employer Match
  • On-the-job training
  • Tuition Reimbursement Program 
  • Medical, Dental and Vision plans
  • Safety shoe & glasses reimbursement
  • And more!

IPS is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, or veteran status.

Any offer of employment is contingent upon the successful completion of a background investigation. As a federal contractor, our company is committed to maintaining a safe and drug-free workplace. Candidates for this position are required to complete a pre-employment drug screen successfully. The drug screening process will include testing for substances that may impair one's ability to perform the job safely and effectively.

 

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Special Accommodations: If you require assistance or accommodation while seeking employment with IPS, please contact us at [email protected]. Please note that this email is to be used for accommodation requests, not general employment inquiries.

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