Job Summary

To serve the administrative requirements of internal and external customers, and management staff. The position requires maintaining an ultra-high level of internal and external customer satisfaction. Since the position requires a high-level of direct customer interaction, a pleasant disposition and a “whatever it takes” attitude must be exhibited at all times.

Supervision:

• No direct reports.

• Reports to Department Supervisor

Duties/Responsibilities:

Order/Job entry

• Read and verify information upon receipt of customer purchase order or process request. Contact customer regarding incomplete information.

• Match all previously received or on file purchase orders to corresponding jobs when received.

• Provide relevant information to shipping and receiving to properly identify customer parts.

• Assists Shipping and Receiving operations as required to ensure smooth flow of paperwork to Quality Planning.

• Initiate new part setup and enter in the scanning operations.

• Create jobs for all customer processing requests. Prepare and distribute completed job packet.

Shipping/Certification process

• Review Job Traveler that all required sign-offs have been recorded by shop floor, maintain a log of missed sign-offs.
• Prepare the certification, verify shipping address and method, facilitate getting the certification signed.
• Create all shipping documents and prepare all outbound paperwork for shipping and receiving.
• Schedule all truck lines.
• After jobs have been picked up, match the job packets with proof of delivery, scan and file when needed and prepare job packet to move to pricing.

Invoicing

• Prepare, and issue invoices, account statements, and post to general ledger according to established procedures and assist in month end closing.
• Scanning of all job packets into Document Management System , schedule pickups, and order supplies for the filing process.

Miscellaneous Responsibilities

• Create recerts as needed and approved by quality.

• Provide an ultra-high level of customer service.

• Contact customers when there are count discrepancies (NMR).

• Providing customers with invoices, shipping dates, and status updates.

• Assist with PO receipts, and at times a backup for purchasing, print PO’s for shipping and receiving.

• Filing material certs.

• Maintaining inventory of office supplies/ups supplies and ordering when needed.

• Performs other related duties as assigned.

Required Skills/Abilities:

• Excellent interpersonal and customer service skills.

• Excellent organizational skills and attention to detail.

• Excellent time management skills with a proven ability to meet deadlines.

• Strong analytical and problem-solving skills.

• Works well within a team to reach department and corporate wide goals.

• Ability to communicate effectively with all levels of the organization.

• Proficient with Microsoft Office Suite or related software.

Education and Experience:

• 1-2 years of related clerical/office experience preferred.

• Knowledge and experience with ISO 9001 and AS9100 preferred but not required.

• Proven ability to work in a fast-paced environment

Physical Requirements:

• Prolonged periods of remaining stationary at a desk and working on a computer.

• Periods of remaining stationary or moving throughout the production facility.

• Must be able to lift up to 10 pounds at a time.

Vision Requirements:

• Individuals who inspect material or certs for final acceptance must have:

o Color Vision Eye Examination annually per IFT vision requirements

o Near-Vision Eye Examination annually per IFT vision requirements

• The Individual(s) must meet the minimum standards in one eye with or without glasses/contacts.

Continuing Education:

The individual is encouraged to complete at least 24 hours of job related training per year. This may be accomplished through University-level courses, seminars, continuing education courses, or as approved by the Executive Management Committee.

Travel
This position rarely requires travel. However, local and overnight travel may be required occasionally.

Disclaimer: Although Imagineering has attempted to accurately and thoroughly describe this position, Imagineering reserves the right to change the same, including to change, add to or subtract from the duties outlined, within the sole discretion of the Company, at any time, with or without advance notice.

The following physical activities are essential job functions for this position.

Amount of Time

Working Conditions

Well-lighted, heated and/or air-conditioned indoor office/shop environment with adequate ventilation.

Lifting Requirements

Amount of Time

Vision Requirements

• Close Vision (Clear vision at 20 inches or less)
• Distance Vision (Clear vision at 20 feet or more)
• Color Vision (Ability to identify and distinguish colors)
• Peripheral Vision (Ability to observe an area that may be seen up and down or to the left and right while eyes are fixed on a given point)
• Depth Perception (Three-dimensional vision, ability to judge distances and spatial relationships)
• Ability to Adjust Focus (Ability to adjust the eye to bring an object into sharp focus)

Physical Activity Level

Light physical activity performing non-strenuous daily activities of an administrative nature.