Sulzer Pumps US Inc. Site Services Admin Assistant in Aberdeen, United Kingdom

Rotating Equipment Services, a division of Sulzer Ltd, is the largest independent provider of repair and maintenance services for turbomachinery, generators, motors, and pumps. Our global network ensures high-quality local service and our highly collaborative work environment encourages every individual to contribute.

JOB PURPOSE

To provide daily administration support for the Site Services Department

KEY RESPONSIBILITIES AND TASKS

  • Responsible for general administration duties for the department to support the job process to include typing of documents (inspection reports, test reports, welding reports and delivery notes), answering phone calls and emails, filing, scanning and archiving

  • Raise projects (booking in equipment/site work enquiries) through company computer system ensuring the correct customer account is used and to include an estimated sales value. If required, raise new customer account

  • Monitoring and proactively pursuing quote approval from clients following quote production. To update ongoing work in progress project spreadsheet and provide regular updates to Site Services Supervisor

  • Upon quote approval, acknowledge customer purchase orders and release quotes to projects through company computer system

  • Collating all applicable information required for job packs

  • Respond to customer queries in a professional and efficient manner, providing updates on job progress or technical issues and liasing with Supervisors to ensure customer requirements are communicated effectively

  • To liase with engineers to ensure all timesheets, work orders and delivery notes recieved are accurate and are correctly assigned to jobs as per the work schedule

  • Process customer sales invoices, including pro forma invoices and issue according to customers requirements

  • Review debtors list and process all credit control queries relating to Site Services department and liase with customers, Site Services Supervisor and Head Office regarding credit control queries

  • Assist with timesheet processing

  • Assist with travel arrangements including flights, hotel and car hire for Aberdeen Service centre employees

SKILLS, EXPERIENCE & KNOWLEDGE

TECHNICAL BACKGROUND

  • Proficient in Microsoft Office including Word, Excel, Powerpoint and Outlook

  • Good working knowledge of Dynamics processes

  • Basic finance skills to undertand credit control and payroll processes

  • Clear, concise and effective written skills to include writing reports to structured templates

  • Excellent organisational skills, able to prioritise and work on own initiative

  • Excellent interpersonal skills with the ability to communicate at all levels

  • Good attention to detail

PROFESSIONAL QUALIFICATIONS

  • High school education to include English and Maths

RELATED EXPERIENCE

  • Strong experience in the provision of administration support

  • Experience of working in a busy office, including multi tasking and meeting deadlines