Service Administrative Support

Description

Who We Are:

Modula is the leading US manufacturer of vertical lift modules (VLM) and automated storage and retrieval systems. Modula US has Manufacturing plants in Dayton, OH and Lewiston, ME, and remote locations throughout the US. Our corporate global headquarters is in Italy with many locations around the globe. Modula’s goal is to be an exceptional workplace admired for growing and developing talented employees and leaders, building innovative products through the development of a highly skilled and engaged workforce. 

Modula’s Values: We are culture and value driven; regardless of position and title we are all in all the time. 

· Passion- Proud of our work/Modula, love what you do, positive energy, go the extra mile, engaging

· Pursuit of Excellence- Continuous improvement, committed, attention to detail

· Accountability- Lead by example, follow through, integrity, create trust with team & customers

· Agility- Flexible & adaptable, embrace change, ability to multi-task, sense of urgency

· Teamwork- Proactive & effective communication, respect, humility, curious, openminded, diversity

Basic Functions and Scope of Job: 

The purpose of the Administrative Support position is to provide administrative support to the Service department including Aftersales and  Training.

Key Responsibilities and Accountabilities- Primary

· Prepare quotations for spare parts, training, preventive & corrective maintenance

· Process Spare Parts and Service requests’ PO in SAP

· Handle Warranty orders requested by the Service Dept

· Prepare Free Supply when needed in SAP

· Follow up on Spare Parts stock/availability with The Planning Dept. or Engineering 

· Support the Remote call center customer management 

· Respond to customers’ requests for information, service, and  parts identification

· Link Sales Orders and if apply, create activities in CRM (Customer relationship management)

· Support the invoicing process by sending POs, quotes, and sales order confirmation to Finance 

· Ensure the RMA (return of material) and Quote log is up to date 

· Maintain a proper and positive communication with customers

· Keep an open communication with the Logistic Dept to ensure orders are being shipped on time

· Work closely with the Part Specialist to identify parts/kits requested by a customer

· Performs other duties as needed/assigned

Please note: this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice. It is expected that this role will perform other duties as assigned.

Requirements

Qualifications and Skills:

This role is pivotal in supporting customer service efforts. The individual in this position must have integrity, resourcefulness, and professionalism in working with colleagues and clients. Relationship building, client service, and the ability to follow up in a timely manner are critical for success. The ideal candidate will have relative experience, excellent communication and leadership skills, and mechanical/electrical aptitude.

• Bachelor's degree required
• Minimum of 1 year of experience in parts administration with a strong focus on  preparing and managing parts quotations.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with ERP systems (e.g., SAP).
• Strong organizational skills with attention to detail and accuracy.
• Excellen communication skills, both written and verbal.
• Ability to  manage multiple tasks and deadlines in a fast-paced environment.
• Customer service-oriented mindset with problem-solving ability
• Adaptable to changes in the work environment, managing competing demands, dealing with frequent change, delays or unexpected events.

Work Environment (Position / % of time per day or frequency):

Walking / 10%

Standing / 10%

Sitting / 70%

Twisting, turning, and Squatting & Lifting up to 5lbs / 10%