Parts Agent

Description:

Pay **** ****/hr
2/1 Spotlight Call:
General Function
This position is responsible for the shipping receiving and ordering of all items related to the service shop and field service organization. The Parts Agent shall be responsible for receiving in all items purchased route product to the appropriate location accept returned product from service personnel and ship product to vendors manufacturers customers or other ESI locations. The Parts Agent shall also be able to ship via UPS FEDEX and/or freight truck carrier using computer related software and/or other appropriate methods to generate shipping labels to vendors and internal or external customers. Must be able to receive requests for parts through the current accounting system or through a manual request determine the most efficient and cost effective means of sourcing the item appropriate the product and provide all necessary information to the call support center field tech accounts payable parts receiving agents and company management. This position requires indirect supervision.
Education
Required: High School Diploma or GED
Preferred: 2 Year College Degree or better
Experience
Required: At least 2 years inventory / purchasing / receiving / shipping experience in a service industry.
Job Functions
This position will require the employee to perform the following functions:
Accepts deliveries from carriers and/or warehouse
Processes and receives correct qty and product numbers into the current accounting system (GP)
Labels and routes product to the appropriate location (stock field reps customers or other ESI locations)
Accepts returned product from service personnel
Process shipments via UPS Fedex or freight carrier by using current computer software or manual BOL.
Packages product for shipment to vendor manufacturer customer or other ESI locations
Ensures all information related to shipping is accurate such as customer name qtys prepared for shipment customer address and call number match the label with the appropriate attention line and GL shipping code.
Ensures all information related to shipping or receiving is accurate for accounts payable to pay invoices in a timely fashion
Ensures all information related to the receiving is updated on the service call
Performs restocking of product in car stocks and on the shelf
Performs physical inventory counts to ensure proper inventory accuracy
Monitors outstanding orders extending past original ETA date reviews and updates ETA dates in current accounting system
Receive requests for product either through the current accounting system or via manual request (verbal written email voicemail etc.) from service personnel or from internal / external customers wanting to purchase parts.
Check for availability of product in current inventory at all locations
If unavailable determine the best source to purchase product based on requirements of service call availability of product shipping and purchase costs.
Create purchase order in accounting system include all information related to order not limited to estimated time of arrival tracking information vendor/manufacturer order # price location to ship product to any special circumstances.
Order product from vendor
Ensure all information related to the order is accurate for the proper and efficient receiving of the product
Ensure all information related to the order is accurate for accounts payable to pay invoices in a timely fashion
Ensure all information related to the order is updated on the service call
Perform regular stocking level analysis of high volume item usage to ensure proper quantities both in the main department and for technician car stocks
Perform regularly scheduled restocking level orders
Perform physical inventory counts to ensure proper inventory accuracy
Communicate any information to service personnel management or customers related to unforeseen problems with orders that may delay the original expected arrival of the product.
Seeks guidance and direction as necessary to perform duties
Create customer quotes and orders through the current accounting system
Demonstrates good judgment in investigating and resolving problems
Respects the confidentiality of the customer company and other personnel
Keeps supervisor manager or team leaders informed of problems potential and actual that can affect the completion of assigned duties and tasks within a reasonable period of time.
Maintains cooperative working relationships with all company employees and customers
Demonstrates the ability to tactfully handle difficult situations
Makes the best use of time during the course of the day
Consistently shows the ability to recognize and deal with priorities
Reports free time to supervisor and asks for additional assignments
Performs all duties in an independent manner and with little supervision
Always provides proper notification and advance notice of absences
Reports to work on time consistently
Maintains a well groomed presentable appearance in accordance with the company s dress code
Able to maintain professional demeanor under stress
Maintain high level of quality of work while multitasking several items.
Maintain a high level of accuracy with data entry into the accounting system (currently Great Plains)
Possess reliable transportation to and from work.
Working hours may on occasion extend past normal working hours
Performance
This position will be evaluated on an annual basis using the attached performance appraisal in addition to any statistical data to be attained as it relates to performance of duties.
Target order volume 3035 items per day
Knowledge
Basic knowledge with respect to
Possess excellent customer service skills
Possess intimate knowledge concerning billing procedures for all service types
Possess intimate knowledge of purchasing / ordering practices
Possess intimate knowledge of service types
Possess excellent data entry skills
Possess excellent phone skills for every type of situation
Possess superior listening skills
Possess excellent interpersonal skills
Possess knowledge of receiving practices
Possess intimate knowledge or inventory flow from ordering allocations and consumption as it relates to the current accounting system
Possess advanced knowledge of a computer with Windows Operating System Microsoft Office; emphasis on Word Excel Access and Outlook email
Possess excellent organizational skills
Possess excellent followup skills
Possess excellent math skills
Project and protect a positive company image utilizing organizational communication and technical skills in everything that is performed.
Must be detail oriented
Performance Skills
Ability to work individually or closely with diverse groups of people including company employees at all levels customers clients vendors and other outside professionals
Ability to help resolve customer complaints
Ability to perform multiple tasks simultaneously
Ability to deal with irate customer or technicians in a professional manner
Ability to communicate effectively orally and written with customers coworkers vendors and supervisors.
Ability to demonstrate time management skills to handle work load
Ability to follow instructions
Ability to thrive in a fast paced environment
Ability to pay attention to details
Ability to approach management if the work load cannot be accomplished due to extenuating circumstances.
Ability to learn quickly
Physical
Body Positions
This position requires the ability to sit for prolonged periods of time
requires the ability to stand for prolonged periods of time
requires the ability to stoop squat and climb stairs
This position requires the ability and dexterity to operate computers calculators copiers fax machines telephones and intercoms.
This position may require the use of ladders or platforms to reach elevated areas
Body Movements
This position requires the ability to negotiate around office areas warehouse areas and stocking shelves
This position requires the full use of vision in order to navigate and inspect computer screens computer reports purchase orders contracts invoices work orders; to read and prepare reports and any applicable correspondence required for the performance of the company s purpose of business.
Lifting
This position requires the ability to lift products up to 50 lbs and requires the judgment of the individual to request help when lifting more than 50 lbs
Tools
This position requires the use of various tools such as razor blades tape guns pallet jacks etc. to perform duties.
Mental
This position requires the ability to read speak and write English fluently in order to read and generate reports to read contracts and instructions to read and interpret computer screen information to read and explain pricing and to read correspondence related to the company s purpose of business. It also requires the ability to communicate effectively with clients customers employees management and vendors engaged in the company s business.
Working Conditions
This position involves both an office based environment and a warehouse type environment. Occasionally the requirement to perform duties in other areas or other buildings or to travel to other company locations to assist in job related duties.
Profile
Must have high energy
Must be flexible
Must be assertive
Must be self confident
Must have a positive attitude
Must be reliable
Must be able to work with little supervision
Must be able to interface with management
Must be a team

Additional Details

• Please ReEnter Maximum Bill Rate to Xerox Must match maximum bill rate from Acctg. section above : 27.60
• Contract Number : N/A
• Describe the physical requirements (i.e. lifting walking between 5 buildings moving equipment) : Candidate should be able to lift and move boxes throughout the day and be able to stand on feet for long periods of time.
• How will the worker be expected to work : OnSite
• Is the client culture casual or professional : Casual
• Please identify the most important REQUIRED skills or experience a candidate must have. : prior experience working in a parts department or any job dealing with inventory.
• What are the dress code requirements : Flexible (jeans are appropriate)
• What are the schedule requirements and overtime expectations : Monday to Friday 8:00am to 4:30pm
• What challenges have you previously experienced filling this position : Not enough experienced people in this region.
• Client name (please enter N/A if this worker is to be used internally only) : N/A
• Interview Required : Yes
• Drug Screen Required : Standard (per HHS Mandatory Guidelines)
• COVID Vaccination Required : No
• If the client has a vaccination policy please summarize it before submitting this CLR for approval : N/A
• Background Check Package Truescreen (XRT) : Xerox Standard Report
• Additional Background Check Components : (No Value)
• Please specify the amount of driving required for the position : 0%
• If you answered more than 0% please confirm the vehicle the worker will be using: : N/A
• Candidate Video Interview Link : (No Value)

About us: DivIHN the IT Asset Performance Services organization provides Professional Consulting Custom Projects and Professional Resource Augmentation services to clients in the MidWest and beyond. The strategic characteristics of the organization are Standardization Specialization and Collaboration. DivIHN is an equal opportunity employer. DivIHN does not and shall not discriminate against any employee or qualified applicant on the basis of race color religion (creed) gender gender expression age national origin (ancestry) disability marital status sexual orientation or military status.