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Alliance Laundry Systems LLC · 2 weeks ago

Distribution - Administrative Assistant

Gallatin, TN

Full-time

Onsite

Entry Level

2+ years exp

Alliance Laundry Systems LLC is a company dedicated to quality standards in their operations, and they are seeking an Administrative Assistant/Parts & Service Support. This role is crucial for ensuring smooth daily operations by providing comprehensive administrative support, managing customer communications, and assisting with inventory management and service scheduling.

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Responsibilities

Provides front-desk coverage by managing a busy, multiline phone system, greeting guests as they enter the office, managing incoming/outgoing mail and office shipments, and maintaining an organized, clean office environment

Customer support expert, responsible for answering phone calls and email correspondence, and communicating with clients to answer inquiries. Expected to connect with internal teams to confirm and communicate status updates to customers. Partners with team leaders in preparing and following up with customer orders, quotes, invoices, and requests

Provide administrative and operational assistance by entering customer information into logging systems such as SAP, setting up vendors profiles, and filing customer/vendor records

Facilitate onboarding of new customers by collecting information, confirming credit terms, ensuring all required information and documentation are properly submitted and ensuring seamless setup with the corporate office

May assist with bookkeeping tasks such as processing customer payments and may communicate with corporate regarding local A/R and A/P inquiries

Forwards any potential leads and information to sales representatives according to the territory map

Will assist with general projects and ensure optimal use of office equipment, supplies, and inventories through preventive maintenance

Participates in process improvement initiatives as a cross-functional team member to maintain efficient department operations and effectively communicates top-level escalations to team leaders

Assist in maintaining accurate parts inventory records and help with reordering as needed

Process parts orders, returns, and warranty claims

Create and update work orders and service tickets in the system

Schedule service appointments and follow up with customers for updates or satisfaction checks

Communicate with technicians and vendors to ensure timely completion of jobs

Qualification

Customer ServiceSAPMicrosoft Office SuiteOrganizational SkillsInventory ControlService SchedulingCommunication Skills

Required

High School diploma or equivalent required

Knowledge of office management systems, and office procedures with the capacity to make independent decisions daily, addressing and assessing the best way to handle specific tasks

Solid organizational skills and detail-oriented; Ability to self-manage workload and multiple projects simultaneously while managing and meeting deadlines

Excellent written, verbal, and interpersonal communication skills; Communicate effectively and professionally across all levels of the organization while maintaining a positive and enthusiastic demeanor

Basic understanding of inventory control and service scheduling

Strong work ethic; Self-starter, demonstrating a proactive approach, self-initiative, and tenacity. Resilient; Able to confidently navigate ambiguity and change

Position involves sitting for long periods, standing, manual dexterity, stooping, and bending

Position requires the ability to lift, carry, push, and pull up to 30 frequently. For greater weight items assistive devices will be provided

While performing the duties of this job, the employee is regularly required to talk and hear; and use hands to manipulate objects or controls. Specific conditions of this job are typical of frequent and continuous computer-based work requiring periods of sitting; close vision and the ability to adjust focus

Preferred

2+ years of related work experience in a Customer Service /Administrative / Office Management background preferred. An equivalent combination of education, training, and experience will be considered

Experience in telephone and email/ticketing system-based customer support preferred

Proficient computer skills, including Microsoft Office Suite (i.e., Outlook, Word, Excel, Teams)

Company

Alliance Laundry Systems LLC

At Alliance Laundry Systems, our family of brands offers solutions to a worldwide customer base through the delivery of premium quality laundry products and services.

Founded in 1908

Ripon, Wisconsin, USA

1001-5000 employees