Administrative Assistant

Front Office ReceptionistReports to: Service ManagerThis position provides front-line reception, customer service, and administrative support for the Service Department. Responsibilities may evolve as the position develops, and the applicant must be adaptable to changes in duties and workload.Essential DutiesReception and Customer ServiceAnswer all incoming telephone calls promptly and be able to filter and transfer calls as needed to the appropriate employee or department.Deliver accurate, timely messages to unavailable staffTreat every caller with the appropriate attitude and address their needs immediately and satisfactorilyDepartmental SupportAssist other departments with Service Department-related requests as assignedMaintain strict confidentiality regarding any employee or customer information encountered while assisting other departments; discretion is required at all timesPurchasing SupportAssist with routine handling of purchase documents and maintenance of the established purchasing system for the Service DepartmentAct as purchasing agent for Service Department office and shop suppliesPromptly complete monthly expense reports for department purchasesMaintain required records and help monitor purchasing system compliance among Service Department personnelGeneral SupportAssist with Service Department operations as skill level and time allow, to ensure quick, effective turnaround on all tasks — including answering phones, running errands, data entry, faxing, copying, and filling in on other tasks as neededFollow all established company policies and proceduresRequirementsJob RequirementsExercise sound judgment and reasoning in resolving problems involving customers, vendors, other personnel, or the companyRespect and maintain the confidentiality of customer, company, and personnel information at all timesSeek guidance and direction from the Service Manager when appropriateWorking RelationshipsWork well with Service Department staff, other departments, management, customers, and vendorsPlanning & Time ManagementRecognize and manage competing prioritiesPractice effective time management to complete duties punctually and stay organizedPrepare and route all required reports, documents, and forms promptlyInitiativePerform duties independently with minimal supervisionRecognize and complete necessary tasks even when not directly assignedAdaptabilityRemain flexible and receptive to changes in job responsibilities as the position developsPerform other duties as assignedAttendance & ReliabilityReport to work on time; avoid leaving early or extending breaksWillingly accept assignments and do what's needed to get the job doneTake ownership of resultsMaintain a professional appearance appropriate to the role