Office Coordinator

Job Description

Job Description

ABOUT AMERICAN MOTIVE PRODUCTS 

American Motive Products was founded in Green Bay, Wisconsin to meet the demands of the quickly changing motive power industry. With the technology for motive power improving each day and many organizations putting an increased focus on sustainability, there has been a rapid charge towards newer, cleaner power sources. American Motive Products, AMP, was founded by a team of industry experts with over 100 years of collective experience in 2022 to serve these needs. 

COMPANY CULTURE 

Our mission is to provide sustainable, innovative, high quality motive power products and services to the benefit of both our valued customers and the environment.  

Accountability – You can count on us to be honest and dependable.    

Meaningful Work – We’re here to help keep the supply chain moving in an environmentally responsible way. 

Promise to Our Customers - We are committed to building the best long-term solutions for our customers and communities. 

ABOUT THE POSITION 

The Office Coordinator will be responsible for assisting our Sales, Service and Parts departments while playing a key role in supporting customers and internal teams by coordinating sales activities, service scheduling and parts operations. This position serves as a central point of contact to ensure efficient communication, accurate order processing, and high levels of customer satisfaction. This is a full-time position out of our office in Green Bay, Wisconsin.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

Sales Support

• Assist the sales team with quotations, order entry, invoicing, and customer follow-ups.
• Respond to customer inquiries regarding products, pricing, availability, and lead times.
• Maintain customer records, pricing, and sales documentation in internal systems.
• Support upselling and cross-selling opportunities for parts and service.
• Sales order management, enter sales orders as quote, provide order status, scheduled ship date, actual ship date, purchase order (PO) number, proof of delivery, etc.
• Manage inventory receipts and shipments in computer system and participate in physical inventory, including reconciliation.
• Order and track inventory of sales literature.
• Maintain the accuracy of all customer contacts and email lists.
• Manage and schedule all Operational Maintenance (OM) agreements.

Service Coordination

• Schedule service appointments and coordinate technician workloads.
• Communicate service timelines, updates, and completion status to customers.
• Prepare work orders and ensure accurate documentation.
• Monitor time worked by all Battery Technicians and ensure their time worked is applied properly to work orders and to timesheets to ensure accuracy for payroll.
• Responsible for invoicing customers once work orders have been completed.
• Liaise between customers, technicians, and management to resolve service issues.

Parts Coordination

• Process parts orders, including sourcing, pricing, and order fulfillment.
• Maintain accurate parts inventory records and coordinate stock replenishment.
• Work with suppliers and logistics providers to track shipments and deliveries.
• Ensure correct parts are issued for service jobs and customer orders.

Customer Service & Administration

• Provide professional and timely customer support via phone, email, and in person.
• Resolve customer concerns and escalate issues when necessary.
• Maintain accurate records, reports, and filing systems.
• Ensure compliance with company policies and procedures.
• Accept new duties and responsibilities as assigned by Management.

REQUIRED SKILLS AND ABILITIES 

• High attention to detail will be essential for success in this role. 

• Excellent organizational skills. 

• Ability to assess a situation and independently take action to address it. 

• Excellent written and verbal communication skills are crucial for working with all individuals in organization both internally and externally. 

• Ability to organize, multi-task, and meet deadlines. 

• Ability to communicate effectively with management, employees, vendors, and customers. 

• Ability to work under pressure, shift priorities in a changing environment, and self-direct with good business judgements.  

• Accurate and efficient data entry skills. 

• Possess exceptional problem solving and critical-thinking skills. 

• Ability to work autonomously as well as work in a team environment. 

• Ability to work in a fast-paced environment. 

EDUCATION AND EXPERIENCE: 

• Bachelor’s or Associate’s Degree in Business Administration or equivalent combination of education and work experience preferred. 

• 2+ years of experience working in sales; material handling/ industrial sales experience is a plus. 

EMPLOYEE BENEFITS INCLUDE: 

• Full benefits package, including Medical, Dental and Vision insurance. 

• Company paid Rx Safety Glasses.  

• Generous Paid Time Off. 

• Paid Holidays. 

• 401(k) retirement plan and Employer Match. 

• Wellness Program that offers the opportunity to earn a medical insurance discount. 

• Company Paid Short- Term and Long-Term Disability. 

PHYSICAL DEMANDS: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

• Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.  

• Frequent physical activity of the position: 

• Stooping- bending body downward and forward by bending spine at the waist.  

• Kneeling- bending legs at knee to come to a rest on knee or knees.  

• Crouching- bending the body downward and forward by bending leg and spine.  

• Reaching- extending hand(s) and arm(s) in any direction.  

• Standing- remaining upright on the feet, particularly for sustained periods of time  

• Walking- moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.  

• Lifting- raising objects from a lower to a higher position or moving objects horizontally form position-to-position.  

• Grasping- applying pressure to an object with fingers and palm.  

• Talking- Expressing or exchanging ideas by means of spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly.  

• Hearing- Perceiving the nature of sounds at normal speaking levels with or without correction and having the ability to receive detailed information through oral communication.  

• Sitting- Prolonged periods of sitting at a desk and working on a computer 

• Occasional physical activity of the position: 

• Balancing- maintaining body equilibrium. 

• Fingering-perceiving attributes of objects by touching with skin, particularly that of fingertips. 

• The visual acuity requirements: 

• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes. 

• The worker is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned. 

• The conditions the worker will be submitted to in this position: 

• The worker is subject to inside environmental conditions: Protection from weather conditions but not necessarily from temperature changes. 

To take that next step in your career, and have an opportunity for additional growth, you will want to join our dynamic team.  Fairchild Equipment, Inc. is recognized as the fastest growing company of its kind in the Midwest!  Fairchild Equipment, Inc. is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.  Apply now!