Service Admin

Taguig - Philippines

Monthly Salary: Not Disclosed

Posted on: Yesterday

Vacancies: 1 Vacancy

Job Summary

Responsible for day-to-day operations of the post sales service operations by co-ordinating service activities managing administrative processes to ensure organized smooth and efficient administrative by acting as a liaison between internal cross functions Service teams to deliver excellent customer satisfaction.

General responsibilities

Creation of all Service work order like installation repairing Preventive Maintenance service contract and others
Maintain accurate records of all service activities customer communications Track status of ongoing service jobs and update stakeholders
Coordinate with Team Leader to assign engineer to install repair and servicing customer equipment
Coordinate with the delivery team in case the device needs to be picked up and returned to the customer.
Creation a tool purchase request and send the tools for calibration as scheduled
Coordinate delivery of spare parts partnering with purchasing team logistics to service team/engineers/customers for repairs maintenance etc
Track parts usage returns and update Inventory levels in respective CRM
Create/check order details before sending to create SAP sales order and print invoice
Responsible for spare parts that need to be IGT together with engineers and team managers.
Prepare various documents for work handover documents site entry request documents for engineers.
Create new customer new product code in salesforce /SVMX/ SAP (Claim)
Check Warranty/Contract Entitlements and respectively order Service Parts
Ensure Service Parts Ordering with Client is managed in accordance with Warranty or contract entitlements back-to-back and prevent any additional inventory pile up working with management and other cross functions

Commercial Admin Responsibilities

Timely response to customer service or engineers by phone/email
Creation of quotation in CPQ and send quotation to customer
Follow up on customer approval until receiving confirmation via email or other documents such as signed quotation purchase order
Follow up on purchase orders when the repair work is done
Confirm customers purchase order acceptance check name address product details and service price and check the delivery date before contract end date
Prepare all documents for approval (Bank Guarantee all documents for signing the Purchase order)
Validate Completed Billable Service Tasks ensure timely and correct invoices to respective customers
Create new customer new product code in salesforce /SVMX/ SAP
Build and maintain relationships with customers suppliers and internal stakeholders
Ensure Service processes comply with company policies quality standards and regulatory requirements
Assist in internal and external audits or quality checks related to service activities
Provide exceptional customer service and respond promptly to customers engineer manager inquiries and concerns

Collaborate with the sales team to ensure that all opportunities are properly qualified and pursued
Support the sales team with administrative tasks such as data entry and reporting
Contribute to the development of new processes and procedures to improve efficiency and effectiveness
Provide accurate and up-to-date pricing information for all products and services requested
Interact with clients/vendors to obtain special pricing and special-order items

Functional skills and knowledge

Good command in English.
Excellent knowledge of MS Office
Excellent knowledge of SAP Sales force ServiceMax or other CRMs
Good understanding of Service Process ISO framework and documentation

Soft skills

Fast learner and passion for service.
Good communication and teamwork.

Education

Bachelors degree in business administration or related.

Work experience

At least 2 years relevant work experience in after sales service support
- At least 2 years relevant work experience in after sales service support

General responsibilities

Creation of all Service work order like installation repairing Preventive Maintenance service contract and others
Maintain accurate records of all service activities customer communications Track status of ongoing service jobs and update stakeholders
Coordinate with Team Leader to assign engineer to install repair and servicing customer equipment
Coordinate with the delivery team in case the device needs to be picked up and returned to the customer.
Creation a tool purchase request and send the tools for calibration as scheduled
Coordinate delivery of spare parts partnering with purchasing team logistics to service team/engineers/customers for repairs maintenance etc
Track parts usage returns and update Inventory levels in respective CRM
Create/check order details before sending to create SAP sales order and print invoice
Responsible for spare parts that need to be IGT together with engineers and team managers.
Prepare various documents for work handover documents site entry request documents for engineers.
Create new customer new product code in salesforce /SVMX/ SAP (Claim)
Check Warranty/Contract Entitlements and respectively order Service Parts
Ensure Service Parts Ordering with Client is managed in accordance with Warranty or contract entitlements back-to-back and prevent any additional inventory pile up working with management and other cross functions

Commercial Admin Responsibilities

Timely response to customer service or engineers by phone/email
Creation of quotation in CPQ and send quotation to customer
Follow up on customer approval until receiving confirmation via email or other documents such as signed quotation purchase order
Follow up on purchase orders when the repair work is done
Confirm customers purchase order acceptance check name address product details and service price and check the delivery date before contract end date
Prepare all documents for approval (Bank Guarantee all documents for signing the Purchase order)
Validate Completed Billable Service Tasks ensure timely and correct invoices to respective customers
Create new customer new product code in salesforce /SVMX/ SAP
Build and maintain relationships with customers suppliers and internal stakeholders
Ensure Service processes comply with company policies quality standards and regulatory requirements
Assist in internal and external audits or quality checks related to service activities
Provide exceptional customer service and respond promptly to customers engineer manager inquiries and concerns

Collaborate with the sales team to ensure that all opportunities are properly qualified and pursued
Support the sales team with administrative tasks such as data entry and reporting
Contribute to the development of new processes and procedures to improve efficiency and effectiveness
Provide accurate and up-to-date pricing information for all products and services requested
Interact with clients/vendors to obtain special pricing and special-order items

Functional skills and knowledge