Position Summary
The primary purpose of the Administrative Assistant Customer Service is responsible for scheduling and dispatching plumbing technicians, handling customer inquiries, and providing administrative support to the office and business services through organizing office operations and procedures, controlling correspondence, designing filing systems, , and clerical functions
Core Responsibilities
- Maintains business communication including (but not limited to) responding to outbound and inbound phone calls, emails, and incoming and outgoing mail; assists with all customers
- Supports company operations by maintaining office systems and assisting leadership in a variety of different areas as needed and/or requested
- Mediates communication in real-time between clients and company personnel
- Maintains and adheres to pricing requirements; Assist with invoicing, billing, and payment processing
- Generates a filing system and oversees paperwork for all companies and business-related entities for that system; files documents appropriately
· Responsible for the creation, distribution, processing, and/or internal filing of required documentation including but not limited to, physical paper files, digital files, and ensuring organization, accuracy, and confidentiality
- Distributes packages to the necessary parties as they are delivered
- Set up customer accounts using appropriate software
- Oversees daily in-house services, assists walk-in customers
- Answers telephone calls and directs callers to appropriate personnel
- Orders office materials and supplies
- Assists with communicating schedules to ensure alignment with the needs of the customer
- Communicates the delivery of materials to the responsible personnel
- Dispatches technicians to appropriate location; communicates changes
- Manages risk by anticipating/finding discrepancies and sending out the proper request for information to obtain the correct answers
- Communicates effectively with technicians, vendors, subcontractors, contractors, customers, managers, and employees to resolve issues
- Answers telephones, accurately and promptly communicates messages and information using appropriate methods
- Maintains customer communication and service records using appropriate systems
- In concert with appropriate personnel, assists with generating pricing estimates for existing customers
- Monitors technicians; responds appropriately to discrepancies and notifies leadership of concerns
- Provides accurate information, answers and maintains quality interactions with all personnel
- Prepares and arranges internal events and celebrations for operations and personnel including (but not limited to) birthdays, anniversary and holiday celebrations
- Generates and monitors Web and Social Media marketing content, including (but not limited to) descriptions, , sales announcements, and related news items, physical and digital flyers
- Manages office space including (but not limited to) closing up, restocking office essentials, minor maintenance repairs (ex: replacing smoke detector batteries), preparing the conference room and meeting areas,; vacuuming, sweeping floors, straightening up breakroom and restocking breakroom supplies and takes out trash as needed
- Runs errands as needed, required, and/or assigned for business operations
Other Responsibilities
- ·Works closely with the management/supervisory teams and other key personnel for seamless integration of responsibilities and functions
- Consistently meets and/or exceeds productivity goals; completes assignments in timely manner; meets competing deadlines; adheres to contractual requirements
- Follows communication procedures, guidelines and policies
- Defuses customer complaints by providing appropriate solutions and alternatives within the time limits; follows up to ensure resolution, appropriately documents situations and resolutions
- Maintains customer relationships by handling questions and concerns with speed and professionalism
- Identifies and drives process improvements, including the creation of standard and ad-hoc reports
- Maintains current on knowledge of organizational, federal, state and local policies and procedures
- Promotes and maintains the effectiveness and reputation of the organization
- Promotes strategic and generative discussions; attends meetings as required
- Creates correspondence, reports, and communication material as needed
- Elicits cooperation from a wide variety of sources, including vendors, subcontractors and other internal departments
- Effectively manages difficult or emotional situations; responds promptly to staff needs; solicits feedback to improve customer experiences, responds promptly and effectively to concerns/issues and develops and communicates prompt solutions; solicits appropriate advisory assistance as applicable
- Through formal and informal training, continues development of personal and professional skills
- Strives for 100% customer and program satisfaction; communicates clearly and persuasively in positive or negative situations; listens and seeks clarification
- Follows through on all actions to ensure 100% deadline compliance
- Works closely with the senior management team, and other key personnel and contacts for seamless integration of responsibilities and functions
- Solicits internal guidance and information to promote internal initiatives and special events
- All other duties as assigned for the successful execution and/or completion of various projects whether or not specifically assigned
Job Type: Full-time
Pay: $16.00 - $19.00 per hour
Expected hours: 40 per week
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Work Location: In person