Office Assistant

Job Description

Job Description

About Us :
We are a small, local business that has specialized in fireplaces since 1987. We perform service work as well as new installations. We're looking for an office person to help with the administrative workload. Our business is seasonal, but we stay steady year-round. Fall and winter are the busiest times of year for us. We're looking for someone to join our team for the long run. If the following job summary/ responsibilities sounds like something you would be able to enjoy performing, we'd be happy to teach and train you in areas you may not have experienced before. This position is designed for growth, the more responsibilities and duties you can take over accurately, the more you will be paid.

Benefits/Perks:
Paid Holidays
Option for group insurance plan
Company contribution retirement plan options
Career Growth Opportunities

Job Summary:
We are seeking an Office Assistant to join our team. In this role, you will accurately transfer information into our database system. Your responsibilities may include updating existing customer records, entering new records, and other administrative tasks. You will provide a variety of clerical support to our employees, helping to ensure that the office runs smoothly and efficiently. Other responsibilities include answering phone calls, greeting customers, scheduling appointments, and writing correspondence. You will communicate with customers to identify their needs, process requests, escalate complaints, and provide helpful solutions to ensure they have great customer service experience with our company. The ideal candidate is a fast learner, organized, with excellent written and verbal communication skills, and a friendly demeanor. The ideal candidate is also a fast and accurate typist with attention to detail and excellent computer skills. We use a software program called ServiceTitan. Experience with this program is a plus but not required.

Responsibilities:
Learn the industry verbiage and accurately use it to interpret the customer’s needs, appliance types, schedule jobs, and communicate the scope of the job to the technicians.
Learn basic troubleshooting to assist customers over the phone and/or through email.
Learn the scope of jobs, installs, and projects, and schedule the appropriate technicians.
Accurately use GPS to efficiently schedule jobs by driving times and areas.
Be able to communicate with technicians that are in the field and relay information from the office.
Use keyboard, scanner, or other office equipment to transfer information into the database system.
Collect information directly from customers and enter information into the database.
Confirm accuracy of data by comparing to original documents.
Schedule appointments and maintain calendars.
Address and resolve customer concerns with a professional attitude.
Identify the reason for the customer’s call, collect relevant information and provide solutions.
Collect deposits and payments and correctly file project paperwork so parts and materials can be ordered.
And any other tasks essential to help the business thrive