Work Order Processor
Summary
The Work Order Processor is responsible for reviewing and approving the work orders completed by technicians for final billing for both Clean Energy owned and 3rd party (Customer) owned fueling stations or plants. The Work Order Processor will ensure that the work orders completed by the appropriate service technician and applicable parts ordered for major maintenance work orders are accurate. They will communicate with Operations Management, Accounts Receivable [AR] and the field technicians to help ensure proper billing.
The Work Order Processor will collaborate and communicate with Operations Management and technicians to escalate identified issues, missed scheduled maintenance and/or incomplete documentation.
The Work Order Processor may work with customers to ensure approval of work, purchase orders and answer any questions the customer may have.
Essential Duties and Responsibilities include the following:
Duties and Tasks:
Review and Approval of Work Order Process
⦁ Check for accuracy on technicians parts, travel and labor times and rates on work order
⦁ Communicate with technicians, Operations Management and Customers for any discrepancies on accuracy of work orders
⦁ Make any revisions to completed work orders as needed/requested by the technicians, Operations Management, Customers or AR for final posting
⦁ Work closely with the Directors of Operations, Operations Service Manager, Supply Chain and Accounts Receivable for any revisions needed after a work order is posted to reflect accurate operating costs for stations
⦁ Comply with work prioritization, working towards Departmental and Company goals of daily close of all Open Completed work orders
Computerized Maintenance Management Systems (CMMS) Leadership
⦁ Communicate and adhere to our Field Service (CMMS) standards and usage
⦁ Perform basic data analysis on Field Service, SCADA and/or IoT information in order to plan maintenance and determine areas of opportunities
Maintenance and Technical Resource
⦁ Understand Clean Energy maintenance plans and rates
⦁ Understand customer contracts and service level agreements
⦁ Participate in problem solving activities
⦁ Participate in preventive maintenance development
⦁ Support Continuous Improvement initiatives
Other Duties
Other duties as assigned
Supervisory Responsibilities
No Direct Reports
Competencies
To perform the job successfully, an individual should demonstrate the following competencies:
Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
Design - Generates creative solutions; Translates concepts and information into images; Uses feedback to modify designs; Applies design principles; Demonstrates attention to detail.
Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
Visionary Leadership - Displays passion and optimism; Inspires respect and trust; mobilizes others to fulfill the vision; Provides vision and inspiration to peers and subordinates.
Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.
Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions.
Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals. Completes tasks on time or notifies appropriate person with an alternate plan.
Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work.
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must possess excellent organizational skills, quick thinking and problem-solving abilities and be able to adapt to change as well as looking for ways to improve or innovate old methods and practices.
The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
Bachelor’s degree or equivalent in a business or related field preferred.
Work Experience
⦁ Knowledge of Maintenance Planning, Operations, Customer Service or Inside Sales experience
⦁ 3+ years of experience Preferred
Language Skills
Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors.
Reasoning Ability
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Computer Skills
To perform this job successfully, an individual should have knowledge of the following;
⦁ Advanced skills in Microsoft Office applications, specifically Word, Excel and Outlook.
⦁ Knowledge of e-mail/scheduling software applications.
⦁ Experience with ERP software, such as Oracle, JD Edwards, Microsoft Dynamics AX, Epicor or SAP.