Quality Administrative Assistant

Job Summary
The Quality Administrative Assistant will support the quality team by managing warranty, claim, Red Zone and the Quality Management System ISO 9001, coordinating repair schedules, and ensuring seamless communication with vendors and internal teams. This role involves handling all warranty claims through SAP to ensure efficient processing and accurate record-keeping, ultimately contributing to customer satisfaction and operational efficiency.

Duties

Warranty and Quality Claims Management:

• Process warranty claims by gathering required documentation, verifying eligibility, and submitting claims through SAP, ensuring accuracy and compliance with company standards.
• Track and monitor the status of open/closed claims within SAP, ensuring timely updates and follow-up on pending issues.
• Maintain detailed records of all claims and repairs in SAP, documenting resolution, parts used, and relevant service history.
• Understand the manufacturing process to report properly the non-conformities.
• Identify potential problems and take steps to fix them.
• Report, coordinate, and track nonconformities/claim with factory leaders.
• Performs statistical controls and indicators.
• Contribute to the continuous improvement of the Quality Management System.

Customer Support and Coordination:

• Act as the first point of contact for vendors and internal team regarding warranty inquiries, service requests, and status updates.
• Coordinate service schedules and repair times with service technicians, ensuring clear communication through SAP and other internal systems.
• Escalate complex quality issues to the corresponding team members to determine the root cause of the problem and continuously improve our processes.

Documentation and Reporting:

• Prepare quality reports, claim summaries, evidence, quality alerts, warranty documentation using SAP and other tools for internal/external records.
• Monitor and analyze data within SAP to identify trends and areas for process improvement.
• Assist in the creation and updating of the ISO 9001 Quality Management system documents, SAP workflows, and Red Zone processes as needed.

Inventory Coordination:

• Work closely with the inventory team to ensure the availability of parts needed for service and warranty repairs, managing stock levels and inventory adjustments when necessary.
• Communicate inventory shortages and delays to vendors and team members, coordinating alternative solutions when possible.

SAP Data Management and Process Improvement:

• Manage all claim entries, updates, and adjustments within SAP, ensuring data accuracy and adherence to company procedures.
• Identify opportunities to optimize claim processing workflows within SAP and recommend improvements for increased efficiency.
• Provide training and support to team members on SAP functionalities related to warranty and quality claims management as needed.
• Contribute to the maintenance of the Quality Management System through the correct execution of its functions and/or activities.
• Contribute to the continuous improvement of the Quality Management System.
• Consistently follows and adheres to all safety and good manufacturing practices (GMP's).
• Other job-related duties as assigned.

Competencies, Skills, and Abilities

• Associate degree in Business or related field (required), Bachelor's degree preferred
• 1-2 years of customer service experience and skills
• 2-3 years’ experience in SAP, preferred
• 2-3 years’ experience in ISO 9001, preferred
• Proficient in ERP systems and inventory management software.
• Ability to verbally communicate ideas and issues effectively to other team members and management.
• Ability to write and record data and information as required by procedures.
• Medium to Advanced skills in Microsoft Office (Excel, Word, Outlook, etc.)
• Precise accuracy and attention to detail and quality.
• Strong ability to work in a team.
• Excellent communication skills,
• Ability to work effectively in a fast-paced team environment.
• Familiarity with generator parts and components is a plus.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Able to use office equipment and occasionally lift a maximum of 15 pounds without help.
• Specific vision abilities required by this job include close vision work with computers, and in reading, and peripheral and color vision.
• Visual acuity is necessary to do the job safely and effectively.
• Required to talk and hear. Frequently required to stand/sit for long periods of time.
• Constantly use hands and fingers, to handle, or feel and reach with hands and arms to operate office and/or quality department equipment.

Work Environment

This position is in an office environment with frequent trips to non-air-conditioned/heated warehouse settings, with some outdoor exposure during the workday. Requires activities involving being around moving machinery, exposure to marked changes in temperature and humidity, and some exposure to dust, noise, fumes, and gases. Personal Protection Equipment usage is mandatory.

Hipower Systems provides equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information, or any other protected characteristic under applicable law. This policy relates to all phases of employment, including, but not limited to, recruiting, employment, placement, promotion, transfer, demotion, reduction of workforce, and termination, rates of pay or other forms of compensation, selection for training, the use of all facilities, and participation in all company-sponsored employees’ activities. Provisions in applicable laws providing for bona fide occupational qualifications, business necessity, or age limitations will be adhered to by the company where appropriate.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Pay: From $20.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid parental leave
• Paid time off
• Referral program
• Vision insurance

Work Location: In person