Customer Service Representative; Facilities, Fleet

Customer Service Associate

Responsible for working closely with all internal departments, combining individual efforts to provide the best customer service to our customers. Ability to be flexible, work as a team, and comfortable in a high-pressure environment

Operate a multi-line switchboard and greet visitors as required.

Serve as a receptionist or a back-up receptionist covering breaks, lunches, vacations, etc. as needed.

Ability to learn our ERP system.

Process incoming and outgoing mail including branch loop mail as needed.

Correctly scan vendor packing slips and attach them to Purchase Orders daily.

Perform general administrative tasks including filing, scanning, data entry, and special projects as assigned.

Work closely with all internal departments, combining individual efforts to better serve the customer.

Perform responsibilities with high level of energy and professionalism.

Working knowledge of Microsoft Office Suite.

Regulate and order office/break room supplies and negotiate with vendors to ensure the best pricing possible.

Responsible for reconciliation of cash and deposit slips for bank as needed.

Adhere to all United Electric health, safety, and environmental policies.

Act in a safe and positive manner always, ensure that those around you do not put themselves or others r personal safety is your responsibility.

Complete an accident/Incident report for any safety and/or health infractions that occur or are witnessed.

Perform other duties as obvious or assigned.

Maintain departmental files, reports, and documentation for facilities, fleet and material handling equipment.

Track invoices, purchase orders, maintenance records, and vendor contracts.

Monitor and track facility inspections and report issues requiring repair.

Maintain records of facility assets, warranties, and service agreements.

Maintain maintenance schedules and service records for forklifts, pallet jacks, reach trucks, and other material handling equipment.

Track and report preventive maintenance and repair activities with vendors and technicians.

Track equipment downtime, repair costs, and utilization.

Maintain records of equipment parts and supplies.

Maintain fleet records including registrations, inspections, fuel usage, and preventive maintenance schedules.

Schedule meetings, service appointments, and vendor visits.

Coordinate and monitor facility maintenance requests.

Monitor vehicle compliance requirements and documentation.

Maintain departmental training records, reports, and documentation for Professional Development programs, public classes, and private training events.

Create and maintain training schedules and departmental tracking spreadsheets, including class rosters and attendee records.

Update and maintain the training pipeline in Hub Spot.

Process training documentation including attendance sheets, evaluations, certificates, and course completion records.

Create and prepare training materials, participant manuals, workbooks, handouts, and course packets.

Generate and distribute training certificates

Manage registration and enrollment activities for public and private training programs.

Process registrations received through email, Hub Spot submissions, and direct customer requests.

Communicate training confirmations, course details, and pre-class information to attendees.

Provide administrative support for HSI and other training management systems, including account creation, login assistance, course access, and student record maintenance.

Support billing and accounts receivable processes for Professional Development activities.

Review and process customer payments including credit card transactions, purchase orders, and third-party billing requests.

Verify customer account status, credit eligibility, and billing requirements prior to registration and invoicing.

Process completed training events and submit required documentation, expenses, and supporting records to Accounting for invoicing within the month training is completed.

Ensure billing information, attendee records, purchase orders, expenses, and supporting documentation are accurate and complete.

Support quote preparation and customer account administration.

Utilize Eclipse and related business systems to review customer information and training history.

Assist with creating, updating, and revising training quotes based on customer requests and attendance changes.

Coordinate training logistics and administrative activities.

Monitor Professional Development communications and training updates to identify…