Receptionist / Parts Administrative Assistant

Job Description

Receptionist / Parts Administrative Assistant

• Answer all incoming phone calls and direct them to the proper person with a warm and welcome greeting as well as a patient demeanor
• Great all guests to Heil of Texas directing them to the proper personal with a warm and welcome demeanor
• Fold and mail out all parts invoices from previous day
• Ensure the proper manager receives incoming mail immediately after it is delivered
• Compile batch reports from the previous day with all credit card receipts and corresponding invoices
• Issue purchase orders with a detailed description on the PO as to what it is for as well as ensuring the PO is properly coded for accounting and that it is signed off on by the correct department manager before turning the PO and Invoice into accounting
• Receive and code all invoices to the proper account for Parts and Service departments
• Match invoices with PO’s and approve for payment in purchase order
• Post parts received into inventory, verifying the parts cost and parts count received matches the initial PO that was issued as needed
• Resolve any problems when there is an issue/dispute with an invoice by reaching out to the vendor via phone call or email immediately
• Sort incoming invoices and disperse them to Houston and San Antonio when necessary
• Compile Waste Connection Rebate report at the beginning of each month
• Compile RWS Customer history report at the beginning of each month
• Compile Waste Management Rebate report at the beginning of the month
• Collect and properly code gas receipts from Parts and Service department
• Create UPS world ship shipping invoices in order to send overnight checks/letters, making sure to notate on the shipping invoice what the package is for in order to properly account for the expense
• File all invoices and purchase orders processed
• Keep supply closet organized/communicate when items are running low
• Prepare any presentation and/or report asked of me
• Assist Parts Manager with reports, monitoring orders, back orders
• Follow up with customers in regards to invoices, sales and any additional concerns
• Process all drop shipments including invoicing, sending copies, communicating with customer concerning order
• Assist in filing warranty claims for Parts
• Assist with incoming orders via phone, walk ins and/or email
• Process Pick tickets and close invoices
• Assist Technicians by getting parts needed for RO’s, add parts to RO
• Maintain reman cylinder invoices-submit quotes to customers, close out tickets on RWS
• Assist with shipment of orders as needed
• Assist Parts Manager with Stock Orders
• Assist with receiving parts and closing any parts tickets attached to the stock order
• Assist with bin check and tagging parts when needed
• Keep the Kitchen area clean Daily
• Make Popcorn Daily
• Any other task or duty that may be asked of you
  
  

The Parts Administrative Assistant is expected to maintain a professional appearance as you are the first person to great any guest to Heil of Texas. The dress code for this position is business casual as defined in the Heil of Texas handbook.

Your hours are Monday thru Friday 8 am to 5 pm. You are expected to be at your desk ready to answer phone calls promptly at 8 am.

Company Description

Our customer service is of the utmost importance, must be a team player.

We operate much like a car or truck dealership, hours are Monday thru Friday, no weekends. CDK experience is a plus.

Our customer service is of the utmost importance, must be a team player. We operate much like a car or truck dealership, hours are Monday thru Friday, no weekends. CDK experience is a plus.