Assistant Project Manager
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Summary
Supports day-to-day operations of Exline's Ignition & Automation division in Salina, KS: customer service and order entry, field project coordination, purchasing and inventory control, shipping/receiving, ERP system administration, and assembly/testing of industrial ignition and automation products. A coordination and administration role, not software engineering.
Job Summary: The Assistant Project Manager supports the day-to-day operations, customer service, project coordination, order processing, procurement, inventory management, and administrative functions of the Ignition & Automation (I&A) Division.
This position works closely with the I&A Division Manager, Project Management, field service personnel, customers, vendors, and other Exline, Inc. departments to help ensure customer orders and field projects are processed accurately, efficiently, and on schedule.
The Assistant Project Manager assists with material procurement, inventory control, shipping and receiving, ERP system administration, project documentation, and the assembly, testing, and processing of Ignition & Automation products and customer equipment.
This position requires strong organizational skills, attention to detail, effective communication, and the ability to manage multiple priorities while supporting the operational and project needs of the I&A Division.
Supervisory Responsibility: This position has no direct supervisory responsibilities.
The Assistant Project Manager may assist the I&A Division Manager and Project Management with coordinating project activities, materials, schedules, documentation, and communication with field personnel, customers, and vendors.
Duties and Responsibilities:
Customer Service and Order Processing
- Answer incoming telephone calls and provide professional assistance to customers.
- Respond to customer inquiries regarding products, orders, availability, and project requirements.
- Receive and process customer orders submitted by telephone, email, purchase order, or other approved methods.
- Obtain and verify required payment information, including purchase orders and approved credit card information.
- Accurately enter customer orders into the company ERP system.
- Generate and distribute order acknowledgements, travelers, and other required order documentation.
- Maintain accurate customer and order records within the ERP system.
- Communicate order status, material requirements, lead times, and other relevant information to customers and internal personnel.
Project Coordination
- Assist with the coordination and administration of I&A field projects.
- Create and process field project orders and associated documentation.
- Assist Project Management with organizing project materials, equipment, documentation, and shipping requirements.
- Help track project-related materials and equipment to ensure availability when required.
- Coordinate with field personnel regarding project materials, equipment, documentation, and project requirements.
- Assist with project closeout documentation and administrative requirements.
- Maintain organized and accurate project files and records.
- Communicate potential material shortages, scheduling concerns, or other project-related issues to management.
Purchasing and Material Management
- Order materials, components, equipment, and supplies required for departmental operations and projects.
- Prepare, issue, and process purchase orders.
- Communicate with vendors regarding pricing, availability, order status, lead times, and delivery requirements.
- Assist with maintaining appropriate inventory levels for I&A products, components, and project materials.
- Monitor material requirements and communicate shortages or potential delays to management.
- Assist with inventory counts, reconciliation, and inventory control activities.
- Maintain accurate purchasing and inventory information within the ERP system.
Shipping and Receiving
- Assist with processing incoming and outgoing shipments.
- Verify received materials against purchase orders, packing lists, and applicable documentation.
- Coordinate materials and equipment for customer orders and field projects.
- Assist with the proper identification, documentation, packaging, and shipment of products and equipment.
- Maintain accurate shipping and receiving records within applicable company systems.
- Coordinate with Project Management and field personnel to ensure project materials are properly prepared and shipped as required.
Product Assembly, Testing, and Service Support
- Assist with the assembly and testing of new Exline, Inc. products and systems.
- Rebuild, reload, configure, or process customer devices as required.
- Test new thermocouples, RTDs, and related instrumentation for proper operation.
- Document testing results and maintain applicable product and service records.
- Identify equipment or product issues and communicate findings to appropriate technical personnel or management.
- Follow established procedures for handling, testing, configuring, and processing customer equipment.
- Maintain an organized and safe work area while performing assembly and testing activities.
ERP and Administrative Responsibilities
- Perform administrative functions associated with the company ERP system.
- Maintain accurate and timely order, purchasing, inventory, project, and customer information.
- Process and verify daily timekeeping and clock-in information as assigned.
- Maintain organized electronic and physical records.
- Assist management with reports, documentation, data entry, and other administrative requirements.
- Support continuous improvement of departmental processes and procedures.
- Maintain confidentiality of customer, employee, and company information as required.
- Perform other duties and responsibilities as assigned.
Required Skills and Abilities:
- Strong organizational and time-management skills.
- Ability to manage multiple tasks and priorities in a fast-paced work environment.
- Strong attention to detail and commitment to accuracy.
- Effective verbal and written communication skills.
- Professional customer service skills.
- Ability to communicate effectively with customers, vendors, management, field personnel, and coworkers.
- Ability to follow written and verbal instructions.
- Ability to work independently with limited supervision while functioning effectively as part of a team.
- Basic understanding of mechanical, electrical, instrumentation, and/or industrial equipment preferred.
- Ability and willingness to learn Exline, Inc. products, systems, procedures, and customer applications.
- Ability to use basic hand tools and test equipment associated with assigned responsibilities.
- Ability to maintain accurate records and documentation.
- Ability to appropriately handle confidential customer and company information.
- Strong problem-solving skills and the ability to recognize when an issue requires management or technical assistance.
Education and Experience:
- High school diploma or equivalent required.
- Basic computer proficiency required.
- Working knowledge of Microsoft Word and Excel.
- Experience using ERP, inventory, purchasing, or order-management software preferred.
- Previous experience in customer service, project coordination, purchasing, inventory management, industrial service, manufacturing, or a related field preferred.
- Familiarity with industrial engines, ignition systems, instrumentation, automation, electrical controls, or related equipment is beneficial.
- Moderate on-the-job training is expected to develop proficiency in Exline, Inc. products, systems, procedures, and customer applications.
Independent Action: The Assistant Project Manager is expected to perform assigned responsibilities independently with limited supervision after appropriate training.
The employee is expected to exercise sound judgment when prioritizing work, processing orders, coordinating materials, communicating with customers and vendors, maintaining inventory, and supporting project activities.
Issues involving significant financial commitments, customer disputes, major project changes, technical decisions outside the employee's level of authority, or deviations from established company policies and procedures shall be referred to the I&A Division Manager or appropriate management personnel.
Working Conditions: Work is primarily performed in an office, shop, warehouse, and shipping/receiving environment. The position may require interaction with inventory, production, testing, service, and project staging areas.
The employee may be required to alternate between sitting, standing, walking, bending, reaching, lifting, carrying, pushing, and pulling throughout the workday.
The position may occasionally involve exposure to typical industrial shop conditions, including equipment, tools, moving machinery, and moderate noise levels.
The employee must be able to safely lift, carry, push, pull, or otherwise move materials, equipment, products, and packages weighing up to 50 pounds occasionally, with or without reasonable accommodation.
Physical Requirements:
- Ability to sit and work at a computer for extended periods.
- Ability to stand and walk for extended periods as required to support office, shop, inventory, shipping/receiving, and project activities.
- Ability to bend, stoop, reach, kneel, push, pull, lift, carry, and perform other physical movements necessary to complete assigned duties.
- Ability to lift and carry up to 50 pounds occasionally, with or without reasonable accommodation.
- Ability to safely move, handle, and position products, components, customer devices, inventory, packages, tools, and project materials weighing up to 50 pounds.
- Ability to use a computer, telephone, and standard office equipment.
- Ability to safely use basic hand tools and testing equipment when performing product-related responsibilities.
- Ability to perform repetitive hand and finger movements associated with computer, assembly, testing, and administrative work.
- Ability to safely perform assigned duties in office, shop, warehouse, shipping/receiving, and project staging environments.
General Expectations: The Assistant Project Manager is expected to represent Exline, Inc. professionally when interacting with customers, vendors, employees, and other business partners.
The employee is responsible for maintaining accurate records, following company policies and procedures, supporting safe work practices, protecting confidential company and customer information, and contributing to the overall operational success and continued growth of the Ignition & Automation Division.
The employee is expected to demonstrate professionalism, accountability, teamwork, reliability, and a commitment to providing quality service to both internal and external customers.
Job Description Acknowledgement: This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, skills, qualifications, or working conditions associated with the position.
Duties and responsibilities may be modified, expanded, or reassigned as necessary to meet the changing needs of Exline, Inc. and the Ignition & Automation Division.