Customer Service Administration Coordinator

Philadelphia, PA
Posted 2 weeks ago

Customer Service Administration Coordinator

Philadelphia, PA

Who We Are:  Gemini delivers solutions through automated equipment and integrated systems to the Commercial and Industrial Baking Industry as well as Ingredient Handling Systems to the Food Industry. Our teams are passionate about delivering world class products and service to our customers through design, manufacturing, and technical support. We believe in fostering lasting relationships and creating innovative solutions so our customers can focus on feeding families.

What is the Role: Based in our Philadelphia office, a key position in our busy Customer Service Team, the Customer Service Administration Coordinator assists in the smooth running of the daily activities in the department. This role is responsible for administration activities, including scheduling and booking travel, processing expenses and payroll for service technicians. Other duties such as reviewing completed service tickets, invoicing customers and controlling parts assignment to installation and warranty jobs. The position is also responsible for arranging and administrating training seminars for Gemini Staff and Customers

Who You Are:

  • A strong communicator with excellent interpersonal skills
  • Structured and efficient with an ability to multi-task
  • Procedurally driven with an ability to ensure compliance with audit requirements
  • Able to work to tight deadlines while maintaining a high degree of accuracy
  • Highly analytical with a strong attention to detail
  • A team player with a mentality of going the extra mile

What You Bring:

  • Minimum of 5 years’ administration experience
  • Strong computer skills and proficiency
  • Experience with ERP and CRM systems
  • Exceptional Customer Service Skills
  • Demonstrated ability to work with confidential information and discretion

What you will do:

  • Oversee Customer Service Department technician schedules, travel, expenses and payroll
  • Receive, maintain, and archive documentation and job reports
  • Provide back-office assistance to Field Service Technicians
  • Create and process purchase orders for outside vendors for service
  • Invoice customers for service/installation/start-up/etc.
  • Oversee efficient control of parts allocated to Service Department and Warranty
  • Maintain a database with all important correspondences, videos and photos (internal and external) for all customers
  • Organize the training seminars


What Else Would Be Helpful:

  • Technical acuity
  • Proficiency in Spanish and / or German is a plus
  • Food Industry or Manufacturing experience
  • Experience working with field-based technicians

What’s In It for You: 

  • Hybrid Work Environment (The typical week could be up to 40% Work from Home)
  • 401k Matching Program
  • Tuition assistance
  • Health, Vision, and Dental benefits
  • Company paid short term disability and life insurance
  • Voluntary Life Insurance for Employee and Spouse and voluntary Long-Term Disability
  • Competitive Paid Time Off program, plus eight (8) company paid holidays and one (1) personal day
  • Gemini Cares Program (matches donations for employee nominated charities each quarter)

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