Service Assistant - Mechanical Services

Company Description: For over 80 years, Puffer-Sweiven has set the standard in equipment and services for process control, automation, safety, and reliability. We help process-intensive facilities run more efficiently and safely by delivering quality products, technical support, and knowledgeable staff to implement the needed process solutions — with the goal of exceeding customer expectations. Our dedication brings the most advanced products and services to our customers throughout the Central and Gulf Coast regions of Texas. Specialties: As an Emerson Impact Partner, we offer a broad base of superior solutions including the top product lines for a given application. Our specialties at Puffer-Sweiven include: Process Control & Safety Systems Control Valves & Regulators Isolation Valves & Actuation Oil & Gas Automation Reliability Solutions & Services Pressure Management Specialty Pumps & Rotating Equipment Instrumentation Maintenance & Repair Services Duties and Responsibilities: Assist the Service Sales Team with order entry, service order management, invoicing activities, and associated customer documentation requirements while ensuring accuracy and compliance with customer and company requirements. Create, maintain, and update electronic job files and supporting documentation throughout the service order lifecycle. Ensure timely creation of electronic files and delivery of job documentation to appropriate internal departments. Review service requests, repair reports, test reports, pricing information, and related documentation for accuracy and completeness. With direction from the Service Sales Team, enter and process change orders, updates, and revisions as required. Prepare, review, and process invoices in accordance with customer requirements, purchase orders, company procedures, and contractual agreements. Verify pricing, labor, material, freight, taxes, outside services, and other billable charges as required. Update Serial Cards as required. Process invoice corrections, adjustments, credits, rebills, and other transaction updates as necessary. Provide assistance with accounts receivable collection activities and customer invoice inquiries as required. Respond to customer and internal requests regarding order status, documentation, pricing, invoicing, and related administrative activities in a timely manner. Research and resolve discrepancies related to service orders, pricing, invoicing, customer documentation, and billing requirements. Responsible for portal order confirmations, SES and/or ship confirmations as required through customer systems such as Ariba, GEP, iSupplier, and other customer-required platforms. Maintain customer-specific documentation requirements, including customer portals, electronic submission systems, spreadsheets, proof of delivery, packing documentation, and other customer-required records; adapt to changing customer systems, processes, and documentation requirements as business needs evolve. Create and maintain reports, spreadsheets, and other documents using Microsoft Office and company systems. Perform any other duties required to support order entry, invoicing, customer documentation, and departmental objectives. Cross-train and provide backup support for departmental administrative functions as required. Responsible for providing suggestions to improve work processes, reduce errors, increase efficiency, improve profitability, and enhance customer satisfaction. QUALIFICATIONS: Education/Knowledge: Associate degree in Business Administration, Accounting, Finance, Supply Chain, or a related field required. Bachelor’s degree preferred. Understanding of basic accounting principles, purchase orders, pricing structures, and business documentation preferred. Experience working with ERP/business systems and customer information databases preferred. Experience/Skills: 2+ years of administrative experience, customer service, order management, invoicing, or related business support exp…

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