Advanced Document Solutions

Main functions: Process, Support and Develop Operational and Service Administration functions. Process communications, data and transactions accurately and in a timely manner with business performance and profitability as a core focus. Perform clerical and administrative tasks with a high degree of accuracy. Communicate excellent customer service to internal and external clients in person, in writing and over the phone.

This is an entry level position with growth opportunities.

Customer Service Duties:

Assist in answering phones and direct all incoming calls to appropriate department promptly and efficiently

Receive, welcome and greet guests

Prepare conference room and showroom for meetings and demonstrations

Maintain and communicate calendars to including company calendar and conference room calendar

Receive, document, and delegate customer complaints and concerns in a professional manner, follow up through to completion, bring delays to respective department manager

Assist in taking customer calls for Service and Supply requests and entering data into e-automate

Support COVID 19 Safety Protocols and activities

Assist with coordinating company events and activities

Perform vendor or product research

Assist with company supply orders

​Perform light housekeeping duties to include opening and closing procedures of office

Perform other duties as assigned

Service Administration Duties

Review and recommend changes in SC placement to maintain response time and effective use of field resources

Create or request Service Calls (Delivery and IT Install) for equipment deliveries based on scheduling efforts with Customer and Account Managers. Collaborate with vested parties to maximize our efforts and ensure a thorough understanding of goals

Process invoices resulting from Service and Operation tasks (chargeable service activity, equipment moves, IT & connectivity support, etc..)

Dispatch technicians to client locations

Perform other duties as assigned

May support the following Purchasing and Inventory Audit activities:

Initiate or assist in initiating orders for replacements parts and/or for correcting errors (shortages, wrong item shipped, etc.)

Review or pursue purchase requests against inventory levels to ensure utilization of on-hand quantities, drive warehouse staff to locate on-hand item and verify usable conditions, drive warehouse staff to update condition and statuses accordingly

Review, initiate or assist in initiating restock purchasing for all warehouses (Carstocks, Main, Toner Section, Parts Bins) with defined levels (min/max)

Review and make recommendations for improving Min/Max levels with goal of improving business performance and customer satisfaction

Receive, audit and process purchase requests from warehouse staff with sense of urgency

Process purchase requests with approved vendors

Review and approve with ”ADS AP” vendor invoicing against purchase order receipts, engage Operations Manager for discrepancy resolutions

Perform other duties as assigned

May support the following Operations Administration Duties:

(S.O.P.) Receive Equipment Sales Orders via Compass/Sherpa and Sales department for processing

Stage Equipment Sales, Lease Return, Service Loaner, and Demo orders in e-automate

Coordinate and support AD Staff for all equipment deliveries via Order Processing workflow in Compass/Sherpa or necessary communication methods (Phone, Email, Text, Verbal, Calendar)

Communicate, schedule, and support directly with customers for all Equipment Deliveries and Pick-Up efforts. collaborating with Account Manager and Logistical Staff

Perform other duties as assigned

Working conditions & requirements:

Work weeks are 5 days, Monday to Friday.

Flexibility with schedule for extended work hours or company events and weekend or holidays extended services.

The employee will be scheduled to work for Inventory when necessary.

Constantly communicate via email, chats, and phone with clients and A.D. Solutions team members of all departments.

Should be capable to work with minimal supervision and have the ability to work in a fast-paced team environment.

Capable and required to meet deadlines.

Display a strong customer relation skills with internal and external customers.

Must maintain strict confidentiality in all aspects of her/his position of incoming and outgoing matters; hence all documents related to those issues.

Must display solid customer service aptitude with excellent listening skills.