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.