Job Title: Administrative Assistant
Reports To: Office Administrator
Perform office functions including maintaining the master work schedule, dispatching the service professionals, scheduling new jobs, handling customer complaints and assisting the office administrator with the accounting and banking duties as required.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Enter jobs into Xactimate/Fusion. Be completely responsible for jobs moving smoothly through the process from start to payment.
Answer the phone in a courteous manner and ascertain the nature of the call. Handle the call personally or refer the caller to the correct employee.
Maintain the master schedule of appointments for water/fire calls, customer service and request for estimate calls. Set priorities for service and request for estimate calls based on the criticality of the service requirement.
Notify customers about the status of the service call schedule. Work with technicians and customers to maximize customer satisfaction.
Follow up with customers after completion of the work and ascertain if the work has been done to their satisfaction. Analyze the customer comments and schedule an additional service call if necessary.
Track all monies from all sources and report to appropriate parties. Monitor and lead with collection of past due or outstanding balances.
Perform clerical duties as required. This includes operating personal computers and standard word processing and spreadsheet software applications. This includes creating marketing lists, conference and travel schedules, tracking inventory, maintaining supplies, and other duties.
Call potential customers to explain the company services and solicit business. Answer general and specific questions relating to company services.
Call former customers and ensure the service provided was performed satisfactorily. Solicit additional work and obtain recommendations of potential new customers from the call.
Track all inventory, job supplies and marketing supplies to ensure proper levels for completing jobs and marketing.
Call potential new customers referred from customers and other sources.
Perform other duties as required. These duties may include job functions that are outside the scope of the normal job duties.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND/OR EXPERIENCE
High school diploma or general education degree (GED) and one (1) to three (3) years related experience and/or training; or equivalent combination of education and experience.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Must have high-level computer skills and be familiar with Windows operating systems, spread sheets, email and word processing. Data entry speed for word processing is fifty (50) WPM.
Functional understanding of PDA’s (smart phones).
Aptitude for learning new technology and software easily.
Proficient in the use of Xactimate or similar operating system.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
While performing the duties of this job, the employee is regularly required to sit and reach with hands and arms. The employee frequently is required to use hands to finger, handle, or feel objects, tools, or controls. The employee is occasionally required to stand and talk or hear. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations maybe made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.