Administrative Assistant - Service Department

Company Overview Fitz's Fish Ponds is a distinguished company known for designing, constructing, and maintaining outstanding ponds, waterfalls, and other water features. We believe that each water feature should be unique and welcome creative concepts. Our teams are made up of talented and creative individuals, and as our company expands, we are constantly seeking to welcome more members to our team!  Position Summary As the Administrative Assistant of the Service Department, it is a crucial role in maintaining the department's smooth and efficient functioning. Responsible for delivering thorough administrative support, managing daily operations, and acting as a bridge between the service team and clients. Remaining organized, detail-oriented, and skilled at multitasking in a dynamic environment is essential. Responsibilities Manage all service department calendars, schedule appointments, and coordinate meetings within the department. Prepare, review, and distribute correspondence, reports, and other necessary documentation. Maintain organized records, including client files, service logs, and departmental documents. Act as the primary point of contact for client inquiries by handling calls and emails; assist in resolving client concerns and scheduling service requests. Ensure timely follow-up on client requests and service updates. Monitor and track service requests, ensuring proper prioritization and delegation to field service technicians. Order and maintain office supplies and service-related inventory as needed. Assist in preparing invoices, processing payments, and tracking billing records, collaborating cross-functionally with the Payroll department for all billing submissions. Facilitate clear communication among team members, management, and external stakeholders. Support the coordination of team meetings, training sessions, and other departmental activities. Collaborate with other departments to streamline workflows and ensure alignment with company objectives and growth plans. Handle sensitive and confidential information with the utmost discretion. Work closely with the Manager of the Service Department and the Office Administrative Assistant to ensure smooth daily operations while supporting farm-wide and service department goals. Perform any other duties and responsibilities as needed.  Qualifications 2 years of experience of Administrative Assistant, preferably in a service or technical environment - Preferred 2-3 years of experience and proficiency in Microsoft Office Suite ( Word, Excel, Outlook, PowerPoint ) and familiarity with scheduling or CRM software - Required   High School Diploma, GED or equivalent - Required   Organizational skills including the ability to maintain an efficient system of management for service department tasks and needs Results-driven, meeting weekly KPI / Metrics for the department, demonstrating a solid history of meeting deadlines. Ability to work cross functionally with other departments and managers on various tasks to achieve organizational goals. Physical requirement involving the exertion of force up to 35 pounds, including standing, lifting, and walking flights of stairs - Required C onsistently demonstrating strong communication and interpersonal skills Ability to carry out job responsibilities in a high-volume, fast-paced setting. Available for rotating Saturdays ( as needed ), holidays, peak seasons, open and closings as needed - Required  Position Salary Full-Time | $20.00 - $22.00 / hour Monday through Friday 8 : 00 AM - 6 : 00 PM | Saturday’s 9 : 00 AM - 2 : 00 PM (as needed, advanced notice provided)   Benefits 401k and company match Dental Insurance Medical Insurance  Vision Insurance  Employee company discount High-growth and promotion opportunities!  Powered by JazzHR

Salary : $20 - $22