Customer Service Representative (Facilities, Fleet)
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Customer Service Associate (Facilities, Fleet, Material handling equipment)
Who we are:
United Electric Supply Co. Inc. is a nationally recognized, 100% employee-owned company that is a large multi-regional supplier of electrical products and advanced services for the construction and industrial markets. United Electric offers a full range of electrical products and services with concentrations in industrial automation, building automation, lighting, wire/cable/conduit, distribution and control, data communications, electro-mechanical and energy solutions. With over 300 employees, United Electric is headquartered in New Castle, Delaware with locations throughout Delaware, Pennsylvania, Maryland, New Jersey, Virginia and New York.
Summary/Objective:
Responsible for working closely with all internal departments, combining individual efforts to provide the best customer service to our customers. Ability to be flexible, work as a team, and comfortable in a high-pressure environment
Essential Functions:
- Operate a multi-line switchboard and greet visitors as required.
- Serve as a receptionist or a back-up receptionist covering breaks, lunches, vacations, etc. as needed.
- Ability to learn our ERP system.
- Process incoming and outgoing mail including branch loop mail as needed.
- Correctly scan vendor packing slips and attach them to Purchase Orders daily.
- Perform general administrative tasks including filing, scanning, data entry, and special projects as assigned.
- Work closely with all internal departments, combining individual efforts to better serve the customer.
- Perform responsibilities with high level of energy and professionalism.
- Working knowledge of Microsoft Office Suite.
- Regulate and order office/break room supplies and negotiate with vendors to ensure the best pricing possible.
- Responsible for reconciliation of cash and deposit slips for bank as needed.
- Adhere to all United Electric health, safety, and environmental policies.
- Act in a safe and positive manner always, ensure that those around you do not put themselves or others at risk. Your personal safety is your responsibility.
- Complete an accident/Incident report for any safety and/or health infractions that occur or are witnessed.
- Perform other duties as obvious or assigned.
Administrative Support (Facilities, Fleet, Material handling equipment)
- Maintain departmental files, reports, and documentation for facilities, fleet and material handling equipment.
- Track invoices, purchase orders, maintenance records, and vendor contracts.
- Monitor and track facility inspections and report issues requiring repair.
- Maintain records of facility assets, warranties, and service agreements.
- Maintain maintenance schedules and service records for forklifts, pallet jacks, reach trucks, and other material handling equipment.
- Track and report preventive maintenance and repair activities with vendors and technicians.
- Track equipment downtime, repair costs, and utilization.
- Maintain records of equipment parts and supplies.
- Maintain fleet records including registrations, inspections, fuel usage, and preventive maintenance schedules.
- Schedule meetings, service appointments, and vendor visits.
- Coordinate and monitor facility maintenance requests.
- Monitor vehicle compliance requirements and documentation.
Administrative Support (Professional Development & Training Administration)
- Maintain departmental training records, reports, and documentation for Professional Development programs, public classes, and private training events.
- Create and maintain training schedules and departmental tracking spreadsheets, including class rosters and attendee records.
- Update and maintain the training pipeline in HubSpot.
- Process training documentation including attendance sheets, evaluations, certificates, and course completion records.
- Create and prepare training materials, participant manuals, workbooks, handouts, and course packets.
- Generate and distribute training certificates
- Manage registration and enrollment activities for public and private training programs.
- Process registrations received through email, HubSpot submissions, and direct customer requests.
- Communicate training confirmations, course details, and pre-class information to attendees.
- Provide administrative support for HSI and other training management systems, including account creation, login assistance, course access, and student record maintenance.
- Support billing and accounts receivable processes for Professional Development activities.
- Review and process customer payments including credit card transactions, purchase orders, and third-party billing requests.
- Verify customer account status, credit eligibility, and billing requirements prior to registration and invoicing.
- Process completed training events and submit required documentation, expenses, and supporting records to Accounting for invoicing within the month training is completed.
- Ensure billing information, attendee records, purchase orders, expenses, and supporting documentation are accurate and complete.
- Support quote preparation and customer account administration.
- Utilize Eclipse and related business systems to review customer information and training history.
- Assist with creating, updating, and revising training quotes based on customer requests and attendance changes.
- Coordinate training logistics and administrative activities.
- Monitor Professional Development communications and training updates to identify upcoming classes, customer needs, and operational changes requiring follow-up.
- Monitor class capacities and waitlists for public training programs.
- Coordinate training materials and course supplies prior to classes.
- Order and coordinate all food and beverages for training events, including lunches, water, and snacks.
- Assist with training setup before, during, and after events as needed.
- Maintain accurate records of training revenue, final attendance, completed registrations, and class outcomes.
- Review and verify Professional Development financial data by reconciling the Professional Development spreadsheet with Phocas reporting and updating records as needed.
- Assist with preparing and providing Professional Development data and spreadsheets as needed for staff meeting slides and other leadership team needs.
- Assist with applying Direct Through Stock storage fees and costing through JMS and Eclipse.
Qualifications:
- Must be able to work Monday through Friday 8am – 5pm
- High energy level
- Excellent interpersonal and communication skills.
- Professional phone manners
- Excellent organizational and time management skills
- Ability to work well under pressure
- Working knowledge of Microsoft Office (Word, Excel, Outlook)
- High School Diploma required
Compensation & Benefits
- Health, Dental, and Vision Insurance
- Disability Insurance and Life Insurance
- 401(K) and Stock Ownership
- Paid Vacation and holidays
- Educational Benefits
- Wellness Programs
- Work/Life Balance
- Eligible for Bonus
We are an equal employment opportunity employer.