Administrative Assistant, Proactive Services Department

Proactive Services Administrative Assistant

Be part of a manufacturer like no other. When you work with the world's most innovative companies, you know you're making a difference. Our clients are the game changers, leaders and investors who fuel the global innovation economy. They're the businesses behind the next fabrication breakthroughs. And the visionaries whose new technologies could transform the way people live and work.

They come to BLM GROUP USA for our expertise, deep network and nearly sixty years of experience in the industries we serve, and to partner with diverse teams of passionate, enterprising BLMers, dedicated to an inclusive approach to helping them grow and succeed at every stage of their business.

Join us at BLM GROUP USA and be part of bringing our clients' world-changing ideas to life. At BLM, we have the opportunity to grow and collectively make an impact by supporting the innovative clients and communities BLM GROUP serves. We pride ourselves in having both a diverse client roster and an equally diverse and inclusive organization.

We offer a competitive benefits package which includes medical, dental, vision, 401k with company match, life/disability and many others!

Summary

Under supervision of the Head of Proactive Services and Analytics, the Proactive Services Administrative Assistant will provide timely assistance for the Preventative Maintenance team by preparing contract proposals (software, PMC, Teleservice) and processing orders from customers to BLM GROUP USA or ITALY and software suppliers as needed. Additionally, the Administrative Assistant will monitor and update management software, promote the contracts to the customers and facilitate online meetings when required, and assist the Proactive Services Administrator with administrative duties as needed.

Essential Functions

The duties listed below are the specific duties and tasks that someone in this position must accomplish (i.e. why the job exists.) These are the core responsibilities of the position that cannot be modified or eliminated. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the level and/or class of this position.

• Assist in the creation, organization, and maintenance of all internal and external customer documentation pertaining to Preventive Maintenance contracts
• Survey customer after Preventive Maintenance visits to obtain feedback, record and track survey results, and provide data to management
• Communicate available BLM programs to customers based on machinery they own (e.g., onsite support, training and preventative maintenance contracts)
• Promote software maintenance renewals (ArTube, Lantek, Teleservice)
• Perform other clerical and administrative office functions as assigned
• Assist the Proactive Services Administrator as needed
• Ability to travel up to 10% by management as needed for training or similar activities
• Other duties as assigned by management

Education and Experience

High School Diploma required, Associate Degree is preferred or comparable military experience, plus relevant experience in an office environment. A minimum of two (2) years of administrative, customer service, or similar experience required, preferably in the machine tool/manufacturing industry.

Licensing/Certifications

A clear driving record containing no more than two (2) minor moving violations in three (3) years and no major violations in the last seven (7) years.

Knowledge, Skills, and Abilities

Proficient with Microsoft Office Suite (Excel, Word, Outlook, etc.) Excellent phone etiquette, interpersonal and customer service skills Strong written and verbal communication skills Ability to work in a fast-paced environment and maintain composure in stressful situations Ability to accurately document data in terms related to preventative maintenance Highly organized; thorough and efficient; methodical and detailed worker Solid work ethic with proven dependability Ability to effectively listen, understand, and analyze/solve problems Ability to meet deadlines and communicate deadlines to other team members Able to work independently and effectively with minimal supervision Excellent time management skills Ability to effectively work with all levels of team members Fluent in Italian or Spanish preferred, but not required

Equipment, Machinery, Tools, and Vehicles Used

General office equipment, including computers, printers, fax machines and telephones

Physical Demands

The physical demands described here are representative of those that an employee must be able to accomplish in order to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

While performing the duties of this job, the employee is regularly required to use hands to manipulate, handle, feel or operate objects, tools or controls; reach with hands and arms; stand; talk and hear; walk; sit, climb or balance; stoop, kneel, crouch or crawl; and lift or move up to fifteen (15) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral visions, depth perception and the ability to adjust focus.

Mental Demands

While performing the duties of this position, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents, analyze and solve problems, use math and mathematical reasoning; observe and interpret situations; learn and apply new information or new skills; work under deadlines and constant interruptions; interact with staff and other organizations; and frequently deal with dissatisfied or quarrelsome individuals.

Working Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

The incumbent works primarily in an office environment. This is not a remote or hybrid position. The position requires up to 10% travel for training or similar activities.

Reporting Relationships

This position reports to the Head of Proactive Services and Analytics

Supervisory Responsibility

None