Spare Parts Administrator

Job Description

Job Description

IMA offers a casual atmosphere within a team environment. We host various events throughout the year such as Popcorn Tuesdays, holiday parties and team events. In addition, we have a complete benefit package which also includes profit sharing. IMA offers medical, dental, vision, paid time off/ vacation, holiday pay, matching 401K, disability and life insurance along with discounted pet insurance.

The Spare Parts Administrator assists customers by locating required parts and providing quotes and processing orders. Monitors shipments and follows up to customers on status. Provides a high level of customer service. Works with other departments for technical assistance. Assumes ownership for adding value to business processes and supporting critical business initiatives by managing customer needs.

Job Duties:

• Receives and processes requests for quotes, purchase orders, adjustments, warranty, repair, loan and cancellations for one specialized division (Trade or Nova).
• Accurately enters customer PO’s into SAP.
• Provides information to engineering admin for parts allocation and/or purchasing of external parts set-up and ordering.
• Monitors scheduled shipments, including third party vendors, and updates customers immediately on changes and/or delays.
• Works closely with service to coordinate rebuild parts delivery for scheduled interventions.
• Expedites current orders per customer requirements (machines down, schedule change).
• Communicates technical information for all spare parts requirements to internal and external customers.
• Reads and understands blueprints and manuals to assist the customer with finding required parts.
• Works with service managers, product managers, and engineering for technical help.
• Achieve and maintain professional rapport with customers (internal and external) and strive to provide the best possible service.
• Respond to all customer complaints with responsibility for guiding resolution to ensure proper and satisfactory closing obtained.
• Report problems that occur frequently to supervisor for review.
• Back up to Finance Department to process invoicing for the department.
• Prepare commercial invoices for customs for all international orders including country of origin and harmonizing codes.
• Maintain electronic files for the customer of all quotes and orders.
• Prepare paperwork for shipping with the weekly consolidated shipment.
• All other duties as assigned.

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Qualifications:

• Intermediate knowledge of MS Office.
• Experience with SAP preferred.
• Strong written and verbal communication skills.
• Ability to read and understand blue prints and schematics.
• Technical aptitude.
• Strong attention to detail.

Education/ Experience:

• 2 or 4 year degree in a related field or equivalent experience preferred.
• 2+ year’s experience supporting capital equipment projects.

Physical Requirements:

• Manual dexterity to use a keyboard.
• Ability to sit or stand for extended periods of time.
• Able to hear and speak clearly in person and over the phone.
• Ability to travel up to 10% of the time.
• Valid driver’s license and passport.
• May be required to stay late or come in early to complete important tasks due to customer requirements and completion dates.