Administrative Assistant

Job Description

Division: Trotter & Morton Facility Services Inc.

Location: Seattle, Washington

Trotter & Morton Facility Services provides 24/7 preventive and predictive mechanical system maintenance and repair to condominiums, commercial, and institutional buildings.

Trotter & Morton Facility Services is recruiting a sales professional with proven success closing solution-based sales by meeting or exceeding targets on a year-by-year basis for our growing LINC Service Division in Seattle. This role will be a mix of administrative tasks, data entry, admin support during operating system transition, back-up dispatch, and customer service support. The position plays a key role in ensuring smooth internal processes, effective communication, and a high level of customer satisfaction.

At Trotter & Morton, we know we're only as good as our employees. We are looking to hire hard-working and committed individuals who will contribute to our team of experienced personnel by bringing a willingness to learn and an entrepreneurial spirit to every project. We are currently looking for a Full time Administrative Assistant to join our team!

What's in it for you

• Base Salary of $55,000 - $60,000 per annum based on experience
• Medical Insurance
• 2 weeks accrued vacation
• 2 accrued personal days
• Sick time accruals (based on state law rates)
• Training and development opportunities

Roles and Responsibilities

• Provide administrative support, including data entry, scheduling, tracking and document preparation.
• Act as a back-up to dispatch when required.
• Assist with data entry, audits, and tasks required to complete the transition to a new operations software.
• Deliver excellent customer service and support customer retention initiatives.
• Discuss projects, service calls, and outstanding issues with management and team members.
• Schedule and coordinate meetings with external contacts, as required.
• Organize and review monthly Customer Assurance, Review, and Evaluation tasks and prepare for customer contact.
• Review site information and services provided before meetings, if applicable, prior to customer contact.
• Proactively reach out to existing agreement contacts (target of 5 proactive calls per day).
• Complete accurate history reports and maintain detailed summaries.
• Accurately document feedback provided by customers.
• Create, assign, and follow up on action items related to customer concerns.
• Document and manage customer satisfaction ratings.
• Design, implement, and maintain a referral database.
• Develop innovative tracking methods for customer information and service outcomes.
• Serve as a liaison between customers and internal departments to ensure effective communication.
• Handle issues in the best interest of both the customer and the organization.
• Assess the priority level of customer concerns and escalate to the department manager as needed.
• Build rapport and long-term relationships with customers of Trotter & Morton Facility Services.

Required Skills

• Excellent organizational and coordination skills
• Strong attention to detail
• Good clerical, computing and data entry skills
• Customer service and strong interpersonal skills
• Excellent written and oral communication skill

Required Experience

• 2-3 years of experience with customer service practices and principles
• Proficient knowledge of Microsoft Office Suite
• High School Diploma or equivalent
• Completion of Administrative Certificate is an asset

We firmly believe our employees are our best assets and we are committed to providing ongoing training and support to allow them to reach their full potential. Trotter & Morton Group of Companies is an industry-leader in safety, and we strive for an incident-free workplace in all aspects of our operations. If you have a strong work ethic and commitment to excellence, apply today and build a rewarding career as a member of our high-performing team.

Our Commitment to Diversity

The Trotter & Morton Group of Companies is an equal opportunity employer. We are committed to hiring talented, qualified professionals without regard to race, age, gender, or any other protected ground and to providing an environment without discrimination.

Every effort is made to provide fair and equal employment and development opportunities and to ensure that our policies regarding hiring, compensation, promotions, and transfers are based solely on skills and capabilities, job requirements, job performance, and other job-related criteria.

We thank all applicants in advance, however, we will only contact candidates selected for an interview.