TIC-Field Service Administrator I

Toshiba International Corporation is a world leader in the design and manufacture of motors, motor controls and power electronics products. Many of these products are designed, built and tested in our 1,000,000 square foot state-of-the-art manufacturing facility in Houston, TX. We have developed a totally integrated manufacturing process from research and development, design, engineering, production and manufacturing to after-market service and sales & marketing. Toshiba differentiates itself from its competitors through its commitment to quality and reliability. We build products to perform in the most difficult conditions. From raw material to the finished product, we assure exacting quality, engineering excellence and stringent testing to meet domestic and international performance standards.

Job Summary:

The role of an Field Service Administrator requires a unique individual who is highly motivated and customer-focused as they will play a pivotal role in organizing, directing, executing, and tracking customer equipment. The Field Service Administrator will collaborate with various departments within TIC and external sources to ensure seamless order processing (Order Conception to Completion). As the Field Service Administrator, employees will maintain knowledge of each orders so that he/she can assist customer internally and or externally with the updated status of their orders. The Field Service Administrator will be responsible for reviewing orders for each department (TOSHcare, Service & Dispatch, Training, Repair Ship, Motor Warranty & Transportation), so that proper billings allocation are done so that customer may be invoice correctly to ensure adequate revenue is generated.

Key Responsibilities:

• Customer Advocacy: Act as a dedicated advocate for the customer, ensuring their needs and concerns are addressed promptly and effectively.
• Order Management: Oversee the organization, direction, execution, and tracking of engineered equipment orders from initiation to final acceptance by end users.
• Collaboration: Work closely with members from other departments within TIC and external sources to facilitate smooth order processing.
• Single Point of Contact: Serve as the primary contact for all inquiries regarding orders, both within TIC and externally.
• Status Reporting: Prepare and file regular order status reports with TIC and customers, ensuring transparency and timely updates.
• Basic knowledge of the SharePoint and the Oracle ERP Systems
• Perform general office operation tasks and processes as required. (i.e. telephone, fax, email, correspondence, systems)
• Responsible for completing a variety of routine tasks for approval by supervisor, post data to records and logs, and maintain established files.
• Assist Field Service employees with information required to generate reports, etc.
• Pay attention to accuracy, timeliness, reliability, adaptability, and responsiveness.
• Complete special administrative projects assigned by supervisors or management staff.
• Must be efficient with MS Office Suite (Excel, Outlook, Word, PowerPoint)
• Respond to routine inquiries from telephone callers and visitors, redirecting calls or providing routine information requiring detailed knowledge of department/section functions.
• Process Field Service employees’ reports, expenses and timesheets into Oracle ERP & SharePoint Systems.
• Reconcile all necessary service documents from Field Service centers to accurately process and bill customer orders.
• Strong communicator, keeping everyone informed as to the status of his or her orders.
• Experience with processing Billings to include Credit / Debits Memos.
• Must be able to effectively and efficiently consolidate and maintain order documentation within the ERP/SharePoint system.
• Provides direction on reporting and unique billing situations, in consultation with Manager and Accounting staff.
• Must be able to effectively review all final documents to ensure they are signed off and approved prior to billing/invoicing the customer.
• Additional functions and requirements may be assigned by supervisors and/or manager as deemed appropriate.

Skills And Experience:

• 5 - 7 years of company or previous experience
• Written and oral communication skills
• The ability to analyze information by combining data from several sources
• Tools/Equipment: Computer, typewriter, fax machine, phone