Solutions Assistant

About us

Aspen Systems is a premier developer of fully integrated enterprise solutions for the food industry. Leading food companies are utilizing Aspen's solutions to separate themselves from their competition by investing in a system that is easy\-to\-use, highly configurable and provides data they can trust.

Overview

A Solutions Assistant has the primary responsibility of being the gate keeper for the office. They welcome all visitors, from guests to customers to delivery people. The Solutions Assistant is the first person a visitor sees, and the one to take all incoming calls, which makes them the first impression of Aspen Systems. *This position also takes all calls and emails that come in from customers and creates incidents, redirects calls as necessary, and delivers messages.

• This position will also assist various employees, departments, and the company as a whole. Solutions Assistants are in the Client Solutions Department and report to the Client Solutions Manager, who reports to the Director of Solutions.

Responsibilities in this Role

Answer all incoming calls and emails, create incidents for all departments based on that customer contact. Communicate, sometimes repeatedly, with the customer for the purpose of attaching the appropriate supporting documentation of their issue to the incident. Create Low Priority upgrade incidents after programming is released. Maintain “Disclaimers” on incidents where appropriate. Answer general questions and address or otherwise escalate customer complaints. Redirect calls as necessary for the entire company; take and deliver messages.

Assist Executive Administrators or Executives as needed.

Provide customer Incident/Billing data as requested:

• Maintain automated report options in CRM.
• Produce manual reports as requested.

Renew customer’s third\-party software licenses as necessary and maintain expiration spreadsheet/database:

• Generate customer quote.
• Create Purchase Order.
• Create In\-House Invoice for Accounting.

Maintain customer contacts as changes occur.

Monitor shipments from Aspen to ensure delivery. Record and submit to Accounting once delivered.

Prepare outgoing mail for the Accounting Department. Invoices, statements, etc.

Maintenance of employee and company related data:

• Maintain Aspen employee birthday list.
• Maintain Aspen company phone directory.
• Create welcome banners for guests, birthdays, and special occasions.
• Administer the phone system and extensions.
• Prepare and supply gift bags, documents (phone, emergency plan, and floorplan) for new employees’ first day.
• Maintain Aspen time off calendar for employee call\-ins when necessary.
• Maintain company voicemail messages.

Facility \& company related tasks:

• Function as an AED Responder.
• Assist with special office meals and events which includes ordering, pickup, setup and clean up.
• Monitor office supplies and place orders when necessary. Keep service printer filled with paper.
• Maintain refreshment supplies and stock refrigerator in all meeting rooms.

Visitor related tasks:

• Greet and welcome guests.
• Create gift bags for visitors at Aspen.
• Create welcome banners.
• Create “Guests at Aspen” notification in CRM.

Other duties as they are assigned.

Qualifications\*

• 1\+ years’ experience performing in a customer service role. Preference given to individuals with software application support and/or food industry experience.
• High School Diploma required, Associates Degree a plus.
• Valid Driver License and vehicle insurance required.
• Experience with the Microsoft Office Suite required.
• Elevated dress code required.
• This position does not qualify for remote or “Work from Home.”

This position is located at Aspen’s headquarters in Phoenix, AZ (North Scottsdale)

Job Type: Full\-time

Pay: $35,000\.00 \- $45,000\.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Experience:

• Multi\-line phone systems: 1 year (Preferred)

Work Location: In person