Service Assistant - Invoicing

Company Description:

For over 80 years, Puffer-Sweiven has set the standard in equipment and services for process control, automation, safety, and reliability. We help process-intensive facilities run more efficiently and safely by delivering quality products, technical support, and knowledgeable staff to implement the needed process solutions — with the goal of exceeding customer expectations. Our dedication brings the most advanced products and services to our customers throughout the Central and Gulf Coast regions of Texas.

Specialties:

As an Emerson Impact Partner, we offer a broad base of superior solutions including the top product lines for a given application. Our specialties at Puffer-Sweiven include:

• Process Control & Safety Systems
• Control Valves & Regulators
• Isolation Valves & Actuation
• Oil & Gas Automation
• Reliability Solutions & Services
• Pressure Management
• Specialty Pumps & Rotating Equipment
• Instrumentation
• Maintenance & Repair Services

Duties and Responsibilities:

• Assist Service Sales Team with invoicing and associated documentation.
• Responsible for portal order confirmations, SES and/or ship confirmations as required such as Ariba, GEP, ISupplier etc.
• Assist with turnaround invoicing requirements as required such as spreadsheets, SOFA’s ARIBA, proof of delivery and packing list.
• Review Test/Repair reports for invoicing accuracy.
• Modify Invoices as required to meet customer Purchase Order.
• Book Credit/Rebill as required, you will need to work with Sales/Service.
• Verify customer account is taxable/non-taxable, freight terms adhere to customer purchase orders prior to invoicing.
• Update Serial Cards as required.
• Review Actuals tabs, follow price book pricing, add PO’s, labor, consumables, testing, tubing and fitting charges, and outside services as required.
• Respond to customer invoice requests via phone or e-mail in a timely manner.
• Provide Microsoft Office support as required to include Excel spreadsheets, Word documents, and PowerPoint presentations.
• Problem solving for customer complaints, specifically invoicing errors.
• Special projects such as designing documents, running reports, analyzing data, etc.
• Provide pricing updates to customers via facsimile, e-mail, etc., as requested by the customer to meet the customers’ expectations.
• Provide assistance with the collection of accounts receivable as required to meet corporate goals for collections.
• Responsible for providing suggestions to improve work process, including reduction in non-conformance, increased efficiency, profitability, and overall time for invoicing.
• Perform any other duties required to complete invoicing and customer documentation.

QUALIFICATIONS:

Education/Knowledge:

• High School Diploma or GED required. Associates or Bachelors degree preferred.
• Knowledge of office administration, order processing procedures, and knowledge of use and operation of standard office equipment.

Experience/Skills:

• 2+ years of administrative experience.
• Strong knowledge of various computer software applications including MS Office, business system and principal provided sizing programs.
• Strong written and verbal communication skills.
• Strong customer service skills including the ability to develop rapport and trust with customers and other employees.
• Competent in the use of various communication methods including customer data tools, email, internet, and FTP sites.

COMPETENCIES:

• Good interpersonal skills – develops and maintains rapport and trust with both internal and external customers, demonstrates approachability.
• Good organizational skills - prioritizes and efficiently completes competing tasks, pays attention to details, verifies information as appropriate and detects and corrects errors.
• Good problem-solving skills - ability to identify problems, implement appropriate solutions and recognize when assistance is needed.
• Good teamwork – identifies with the team and its goals and contributes to the group’s effectiveness.
• Exhibits professionalism – projects a professional image of oneself and the organization and demonstrates a positive attitude towards work and the Company.

WORKING CONDITIONS/PHYSICAL DEMANDS

Work to be conducted primarily in the office, however, some work may be done in-shop or warehouse environments and some work may be conducted remotely via technology.

• Must be able to wear minimum level of required Personal Protective Equipment (PPE) without restriction which may include but is not limited to: safety glasses and hearing protection.
• Must have the ability to perform work with occasional walking, standing, reaching, stooping and kneeling.
• Long hours on computer keyboard. Prolonged periods of standing and/or walking.
• Must be able to use hands to handle and control office objects, tools, and equipment. Repeating motions may include the wrists, hands and/or fingers.