What are the responsibilities and job description for the Scheduling Administrative Assistant position at Acorn Stairlifts, Inc.?
POSITION SUMMARY
Assist Scheduling team and management with work related administrative functions and tasks. Must be able to work under pressure, multi-task and handle confidential matters with discretion.
PRIMARY FUNCTIONS
- Administrative Reporting
- Confirmation calls for all appointments at 48 hour and 24 hours
- Clearing voicemails and returning calls
- Reads and routes incoming mail
- Call recordings for investigations
- Book operations travel as needed (back-up)
- Projects and reports assigned by management
- Daily distribution of service work as needed.
- Observes all health/safety and security procedures; reports potentially unsafe conditions; uses equipment and materials properly
- Employee may perform other related duties as negotiated to meet the ongoing needs of the organization
- Liaise with Logistics to ensure field personnel receive the parts needed to complete jobs as required.
- Efficiently schedule/cluster all Annual Inspections tickets/blue banners per published protocol.
- Document all client contact and outcomes in client database.
DAILY BEST PRACTICES
- Complete client confirmation calls daily to ensure all clients are contacted 24-48 hours in advance.
- Distribute Support Tickets out to the department.
- Check voicemail calls and address messages.
- Work with Annual Service team in Chat on booking Annual Service.
- Keep track of daily reports per management.
SKILLS
- Proficiency with computers, Word, Excel and Powerpoint
- Proficient typing skills
- Analytical Thinking
- Ability to handle and prioritize multiple tasks
- Communication skills
- Interpersonal skills
- Organization and planning skills
- Extreme attention to detail
- Should possess good reading skills and have a clear speaking voice; Capacity for listening, dealing with confrontation, and overcoming objections.
- Customer-centric mentality.
ATTRIBUTES
- Ability to apply analytical and critical thinking
- Professional communication
- Ability to work and contribute to a positive team environment
- Adaptability
- Ethics
- Ability to read and comprehend simple instructions, short correspondence, and memos; Ability to write simple correspondence; Ability to effectively present information in one-on-one and small group situations to other employees of the organization.
- Excellent verbal and written communication skills.
- Approaches others in a tactful manner; Reacts well under pressure; Accepts and adapts to frequent change.
- Works with integrity and ethically; supports organization’s culture, goals, and values.
- Adheres to work schedule.
EDUCATION / EXPERIENCE
High school diploma or general education degree (GED); or six (6) months to one (1) year related experience and/or training; or equivalent combination of education and experience.
PHYSICAL REQUIREMENTS
The employee must occasionally lift and/or move up to 10 lbs
Regularly required to sit, talk, or listen; occasionally required to stand.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
WORK ENVIRONMENT
The noise level in the work environment is usually moderate.
NOTE: This job description is not intended to be all-inclusive.
