Join Glatt, a global leader in integrated processing solutions.
Tasks
- Provide administrative support to Engineering Services and Calibration.
- Coordinate scheduling for calibration technicians and maintain records.
- Assist with customer communications and report generation.
Skills
- Experience with Microsoft Office and ERP systems required.
- Strong organizational skills and attention to detail.
- Excellent communication and interpersonal abilities.
Engineering Services Coordinator
Provide administrative support to the Engineering Services and Calibration departments, including data entry in Navision for orders, updates, and billing. Maintain records, generate reports, schedule field calibration services, and handle customer communications. Support the department supervisors and the VP of Engineering with all administrative tasks.
Responsibilities:
1. Monitor and coordinate the scheduling for all calibration technicians using Outlook calendar or other method as required by the Supervisor, Engineering or calibration Services. Provide constant feedback to technicians of schedule and any changes. Attach quotations, notes, and correspondence to tasks on Outlook calendar to maintain organization.
2. Input scheduled dates into the department Outlook calendar as directed by Supervisor, Calibration.
3. Track calibration agreements and their expiration dates and send out renewals on an as needed basis. Work with Spare Parts Dept. for notification to issue Calibration quotes before contracts expire.
4. Prepare quarterly calibration (utilization) report from billing matrix.
5. Maintain calibration status of Beamex and coordinate all calibration equipment inspections to comply with NIST standards. Keep accurate records of all inspections completed and equipment certifications.
6. Assist all department staff in the field by shipping all necessary tools, documents, etc domestically and internationally to Canada.
7. Maintain Calibration Contract Customer Listing whenever a new contract is added or expired.
8. Assist Calibration staff with report generation. Issue reports and make sure customer receives all documentation in a timely manner.
9. Maintain records for timesheets and expense reports sorted by sales order number.
10. Enter scheduling information from supervisors MS Project Schedule into the ES calendar in Outlook.
11. Take customer phone calls and direct to engineers or other departments as needed.
12. Place purchase orders for tools, supplies, etc.
13. Outlook back up for e-mail by monitoring and/or reading of e-mails for traveling department staff as directed or when calling into the office daily.
14. Maintain record of calibration certificates of test equipment.
15. Assign quote numbers through Navision and send out ES and calibration quotes from Access database as directed by the Supervisor, Engineering Services or Calibration. Add contact information to Access database for customers and contacts, for use in quote preparation.
16. Process department purchasing, financial and invoicing using Navision/departmental procedures including but not limited to:
· Issue all department POs through Navision. Update delivery status, close-out.
· Maintain billing matrix for use in recording each ES and calibration job, to ensure invoicing can be done in a timely manner.
· Collect timesheets and expense reports from engineers/technicians to prepare billing forms to be sent to Accounting for invoicing.
· Enter ES and Calibration Orders in Navision and all associated supporting paperwork including Sales Order Report, add jobs to Outlook calendars, add jobs to billing matrix, record SO numbers in Access database.
· Coordinate all billings and Navision functions with Accounting.
· New Navision items entries as required. Help maintain orderly information input and elimination of redundancies.
· Scan completed invoicing paperwork onto Network.
17. Prepare paperwork for shipment of equipment to customer sites for both calibration and ES jobs.
18. Enter Sales Order information (labor budgeting) into TiMogix system. Make sure hours are entered on a timely basis.
19. Process and record Bonus Form submissions from VP, Engineering.
20. Review and update attendance information within the ADP system.
21. As required/requested, assist all department staff with travel arrangements as needed adhering to current travel policies.
22. Maintain, develop, and encourage good interpersonal skills with all department staff and other departments.
23. Establish and maintain customer confidence and satisfaction through phone contact. Ensure prompt/ 24-hour response to the customer inquiries by the department personnel. Provide constant feedback to the Manager, Engineering Services of any problems and or issues.
24. Present at all times a professional and highly competent image to customers and GAT staff.
25. Maintain an organized work area.
26. Assist with Front Desk coverage, book conference rooms and order/set-up breakfasts and lunches for meetings when required.
27. Other duties as assigned by management.
Preferred skill:
Must be highly proficient with Microsoft Office and have experience with ERP systems (Navision).
Salary range:
$55,000-$65,000
You have the opportunity to perform an interesting and responsible job in a successful, renowned company. If this interesting position appeals to you, we look forward to receiving your online application.Applications that do not reach us personally via the online portal can unfortunately not be considered. Glatt Air Techniques Inc., Human Resources, 20 Spear Road, Ramsey, NJ 07446, USA www.glatt.com
