Field Service Support Coordinator

Hilsboro, OR 97124

Employment Type: Perm Job Category: Administrative Job Number: 24383

Job Description

Field Service Support Coordinator

Job Description
Essential Job Functions

Inventory, Parts and Asset Management
• Search and maintain inventory records to determine if parts and/or products on hand is in sufficient quantity.
• Assure that the ordered parts and/or products are delivered on schedule, at the negotiated price, and meets the quality standards of the company.
• Coordinate appropriate methods needed to distribute parts and/or products in a cost-effective manner to and from the supplier.
• Adapt and use internal and customer portal sites for purchase orders and reporting.
• Create and submit quotations with service reports to customers.
• Prepare requisitions, purchase orders and other forms as directed.
• Communicate with the accounting team to assure the timely processing of inventory payables and other inventory accounting related matters.
• Interface with the sales and service team to coordinate purchasing management.
• Interface with the sales and service team to coordinate proper inventory management.
• Confirm items, prices and freight costs of purchasing shipments to verify information against bills of lading, invoices, orders, or other records; forwards invoices to the accounting department.
• Communicate in a professional manner with supplier(s) (i.e. MRF in providing RFQ, negotiating pricing, delivery schedule) and headquarters in Japan (i.e. in providing delivery schedule to Japan).
• Organize information in a variety of formats (Excel charts, diagrams, email, etc.) in a timely manner.
• Create and arrange periodical (i.e. annual) cost reduction negotiation with suppliers.
• Coordinate and keep records for registering and disposing assets, inventory, parts.
• Assist and perform other projects as assigned by management.

Export/Import and Shipping/Receiving
• Coordinate with the Company’s logistic teams, below tasks will be performed.
• Collect import, export, shipping documentation, review, and processing.
• With knowledge of export and import regulations, prepare shipping documents. (Export, Import and domestic shipment)
• Daily tracking & follow up on all shipments. Arrange shipment on forwarding specified destinations.
• Awareness of import & export regulations of documentation, packaging, and labeling requirements for each country, and prepare such.
• Be involved with the physical shipment handling.
• Create shipment. Able to pack products with secure cushions. Maintain all shipping materials, such as boxes, cushions, and shipping tapes, etc.
• Investigate and resolve troubled shipment. Keep management, Sales, and HQ informed of any issues or problems.
• Communicate with custom brokers on documentation. If necessary, research and prepare documents.
• Communicate with the freight forwarders in managing shipment schedules.
• Answer general inquiries from customers, vendors, or other colleagues and assist with their shipment.
• Hazardous Goods knowledge preferred.

Engineering Support and Administration
• Assist Field Service Engineers for scheduling meetings, taking minutes, and reporting.
• Support travel arrangements (domestic and international) including hotel, flights, rental car, etc.
• Support engineers’ inquiries and refers matters to the appropriate party and follow up as necessary.
• Provide general office support including mail distribution, answering telephones, filing, catering, ordering supplies, etc.
• Ensure operations of office equipment by completing maintenance and calling of repairs
• Organize and compile company records and documentation.
• Implement administrative and office procedures in order to improve the effectiveness and efficiency of workflow and reporting procedures.
• Help to manage and renew contracts with corporate service agencies.
• Identify administrative needs and develop appropriate solutions or recommendations.
• Interpret and apply laws, rules, and regulations applicable to the organization.
• Answer general inquiries from customers, venders, or other colleagues.
• Handle sensitive information in a confidential manner.
• Coordinate office activities.

Other & Miscellaneous
• Seek constant improvement, more efficient and less expensive ways and means in work processes.
• Perform other duties and projects as assigned by Company management.
• Maintain high ethical standards in the workplace.
• Report all irregular issues and problems to management for solution.
• Maintain good communication with supervisors, other staff members, customers and others.
• Comply with all company policies and procedures.
• Be responsible for maintaining a clean and safe working area.

Education & Work Experience
• Experience in inventory management preferred.
• Japanese language skill.

Tools & Equipment
• General office equipment including phones, personal computer, email, fax, copier, etc.
• Software includes the use of Windows operating system, MS Office, ERP, and QuickBooks.

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