Customer Service Representative (Facilities, Fleet)

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.