Admin Assistant

Administrative Support

Provide support to management in the form of orchestration of administrative functions.

Help retain customers by exceeding their expectations through follow up contact with them and through the accurate transcription of customer information.

Principle Duties and Responsibilities

• Answer phones and handle incoming calls
• Dispatch new jobs and create job information
• Data entry using approved computer software
• Type and process paperwork and business correspondence
• Create invoices
• Schedule work
• Perform customer billing
• Prepare production paperwork for the following day
• Make collection calls
• Working with insurance adjusters and mortgage companies
• Complete inner-office documentation

Additional Duties and Responsibilities

• Conduct follow-up phone calls

Decision Rights and Authority

• Scheduling of service vehicles and technicians

Working Relationships and Scope

• Maintain timely communication and flow of information with technicians, service providers, estimators and project managers

Performance Competencies

• Oral Communication Speaks clearly and persuasively in positive or negative situations. Able to effectively calm excited customers, use questioning to accurately identify the type and extent of problem and describe the steps that will be taken. Adaptable and able to think on his/her feet.
• Written Communication Writes clear, precise, well organized letters, proposals and emails. The individual edits work for spelling and grammar and is able to read and interpret written information. Uses appropriate vocabulary and grammar.
• Planning & Organizing Plans, organizes, and schedules their time in an efficient and productive manner. Focuses on key priorities. Effectively manages multiple projects simultaneously. Pays attention to details. Manages personal time well.

Process Orientation Approaches tasks with an understanding of the overall set of steps involved in completing the work. Awareness of what is required for them to complete their job and what others require. Has a continuous improvement mindset is always thinking about ways to improve and streamline business processes.

Technology Regularly uses standard word processing, spreadsheet and presentation software tools to enhance efficiency and accuracy of work performed and is capable of providing routine troubleshooting and user support for software and hardware used in the office environment.

Qualifications - Knowledge, Skills and Abilities

• Education and Experience

Minimum of 3 years of office and customer service experience.

Basic understanding of bookkeeping and cash flow. Experience using bookkeeping software such as Sage Intact a plus.

• Mathematical skills

Strong math skills. Ability to compute rate, ratio and percentages and to interpret financial reports and analyze performance against business plans and industry benchmarks.

• Computer skills

Demonstrates intermediate to advanced proficiency in the use of computers and computer software, especially MS Office, Word and Excel

Job Type: Full-time

Pay: $21.00 - $24.00 per hour

This position reports to the Office Manager.

Benefits:

• 401(k)
• 401(k) matching
• Medical/Dental/Life insurance