The following outlines the task for the Office Coordinator position in the Piedmont Door Solutions Charlotte branch.

The job is outlined to maximum branch efficiency and role clarity. Additionally, this outlined is designed to enable the creation and maintenance of interbranch contingency plans with PDS Greensboro branch.

The description is broken into three sections to better outline task ownership. The “Primary Task” section outlines the task and work that should be owned by the Office Coordinator, the “Shared Task” section outlines task that should be evenly distributed among the branch staff and “Soft Skills” section provides general guidance on PDS expectations for this role.

Office Coordinator Primary Task:

Operations

• Answer incoming calls with energy and positivity. Ensure all needed information is collected including detail client contact information, location and job requirements

• Provide Customers with New Customer Applications and then process new customer paperwork in the system with accuracy.

• Provide Customer and Contact Pricing and Terms to ensure that all rates are understood. Coordinate with PDS corporate staff to ensure that all company data and pricing standards are understood and upheld.

• Request COI documents from Tammy Stowers when needed or requested. Follow up to ensure that all document request are completed and the information is properly noted.

• Request and follow up on customer credit request and new customer applications. Provide the request to Tammy Stowes for processing and update records when the application is complete.

• Manage shipping needs as they arise in the branch. Including shipping and logistics for drop ship orders, intercompany transfer and direct to consumer materials.

• Close inactive sales orders and remove clutter from the service schedule throughout the workday. Clear widget with Review function regularly during the workday to keep the orders organized and clear.

Inventory

• Monitor inventory levels to maintain run rate level of stock for service. Including running reports in NetSuite and requesting purchase orders from appropriate PDS staff.

• Ensure job coding is correct on transfers and complete physical transfer sheet process within the system

• Primary for receiving materials which includes reconciling packing slips, correcting PO cost and completing receiving process in NetSuite. Communicate received parts on sales order records & with management teams. [Back Up]

• Perform inventory counts and reconciliation follow standard PDS processes. Provide detailed count sheets/results to PDS corporate on specified dates in a timely manner. [Back Up]

• Maintain consumable supply levels. Own procurement of all consumable supplies and ensure that this is down in the most timely and efficient manner possible. [Back Up]

• Manage collection, logging and shipping for all core returns. Coordinate with PDS corporate where necessary and follow standard core return policies. [Back Up]

• When parts are received, properly label the materials per PDS standards and organize in appropriate warehouse. [Back Up]

Shared Task

• Create and update customer records and associated paperwork. This includes maintaining clear A/P and onsite contacts, correct address information and accuracy of email/phone information. Ensure Sales Tax information is on file.

• Create items as needed for both Made-to-Order and Made-to-Stock items as directed. This includes making sure that duplicate parts are not created, that price levels are accurate, and the item name matches vendor confirmations.

• Ensure all service request include all required information including POs, onsite contacts and correct NetSuite coding.

• Maintain accurate items in NetSuite, including bin, location, part description, pricing and item coding.

• Create correct and accurate contacts for all customer locations.

• At all times the client should be kept up-to-date on the status of their installation and service calls with PDS. They should be proactively update as changes are made to the agreed upon schedule or service. Keeping complete notes and emails attached to appropriate records and customers is vital to ensure smooth communication.