Service Assistant - Mechanical Services

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. 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 Duties and Responsibilities Assist the Service Sales Team with order entry, service order management, invoicing activities, and associated customer documentation requirements while ensuring accuracy and compliance with customer and company requirements. Create, maintain, and update electronic job files and supporting documentation throughout the service order lifecycle. Ensure timely creation of electronic files and delivery of job documentation to appropriate internal departments. Review service requests, repair reports, test reports, pricing information, and related documentation for accuracy and completeness. With direction from the Service Sales Team, enter and process change orders, updates, and revisions as required. Prepare, review, and process invoices in accordance with customer requirements, purchase orders, company procedures, and contractual agreements. Verify pricing, labor, material, freight, taxes, outside services, and other billable charges as required. Update Serial Cards as required. Process invoice corrections, adjustments, credits, rebills, and other transaction updates as necessary. Provide assistance with accounts receivable collection activities and customer invoice inquiries as required. Respond to customer and internal requests regarding order status, documentation, pricing, invoicing, and related administrative activities in a timely manner. Research and resolve discrepancies related to service orders, pricing, invoicing, customer documentation, and billing requirements. Responsible for portal order confirmations, SES and/or ship confirmations as required through customer systems such as Ariba, GEP, iSupplier, and other customer-required platforms. Maintain customer-specific documentation requirements, including customer portals, electronic submission systems, spreadsheets, proof of delivery, packing documentation, and other customer-required records; adapt to changing customer systems, processes, and documentation requirements as business needs evolve. Create and maintain reports, spreadsheets, and other documents using Microsoft Office and company systems. Perform any other duties required to support order entry, invoicing, customer documentation, and departmental objectives. Cross-train and provide backup support for departmental administrative functions as required. Responsible for providing suggestions to improve work processes, reduce errors, increase efficiency, improve profitability, and enhance customer satisfaction.

QUALIFICATIONS

Education/Knowledge Associate degree in Business Administration, Accounting, Finance, Supply Chain, or a related field required. Bachelor’s degree preferred. Understanding of basic accounting principles, purchase orders, pricing structures, and business documentation preferred. Experience working with ERP/business systems and customer information databases preferred. Experience/Skills 2+ years of administrative experience, customer service, order management, invoicing, or related business support experience. Strong knowledge of Microsoft Office applications, particularly Excel, as well as ERP/business systems and other job-related software applications Strong written and verbal communication skills with the ability to interact professionally with customers, vendors, and internal stakeholders. Strong customer service skills including the ability to build rapport, establish trust, and effectively resolve routine issues and inquiries. Demonstrated attention to detail and commitment to accuracy when processing orders, reviewing documentation, and preparing invoices. Ability to prioritize multiple tasks, manage competing deadlines, and adapt to changing business needs in a fast-paced environment. Strong problem-solving skills with the ability to identify discrepancies, research information, and coordinate resolution with appropriate parties.

COMPETENCIES

Strong analytical and mathematical skills– accurately applies calculations, pricing logic, and cost analysis to develop repair pricing and invoices; verifies numerical accuracy and identifies discrepancies. Technical aptitude– demonstrates the ability to understand repair scopes, technical documentation, parts lists, and service reports to ensure pricing and invoicing accurately reflect work performed. Intermediate Excel and data management skills– uses spreadsheets, formulas, and lookup tools to review data, verify pricing and invoicing accuracy, track repair activity, and support routine reporting. Pricing and cost awareness– understands labor rates, material costs, and contract or customer pricing agreements; applies pricing guidelines consistently and flags variances or exceptions. Attention to financial accuracy and compliance– ensures invoices are complete, accurate, and compliant with internal procedures, customer requirements, and audit standards. Organization and prioritization – effectively manages multiple transactions, customer requests, and deadlines simultaneously while maintaining accuracy and attention to detail in a fast-paced environment. Systems proficiency– effectively navigates ERP, billing, and pricing systems; quickly learns new tools and adapts to system or process changes. Problem solving and decision-making – identifies issues, researches and evaluates options, and implements appropriate solutions. Recognizes when assistance or escalation is needed to ensure timely resolution. Communication and collaboration– clearly communicates pricing questions, discrepancies, or clarifications with technicians, operations, sales, and customers to resolve issues efficiently. Customer focus and interpersonal effectiveness - builds and maintains positive working relationships with internal and external customers. Responds professionally to inquiries, communicates clearly and effectively, and works collaboratively to meet customer needs and support a positive customer experience. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor. #J-18808-Ljbffr Puffer-Sweiven