What are the responsibilities and job description for the Office Support Specialist position at All Wired Up Electrical Services?
ADMINISTRATIVE ASSISTANT
OVERVIEW:
An Administrative Assistant will perform a diverse array of clerical and administrative
duties. This person will work primarily on their own but will be needed to work with both
administrative and production teams, in a supportive capacity, to keep the office running
as efficiently as possible. The ideal candidate will be able to work independently while
remaining available to assist others when needed and interact with clients, contractors
or vendors in a courteous and professional manner.
The Administrative Assistant must demonstrate exceptional written and verbal
communication skills as well as excellent organizational and time management skills.
They must pay close attention to detail while being able to think critically and solve
challenges in a fast-paced office. Collaboration with other assistants and managers
within the organization is critical for this position.
ESSENTIAL DUTIES:
1. Maintain efficient flow of information to support other departments within the
organization and in handling the day-to-day administrative duties.
2. Operate a variety of small office equipment – personal computer, printer,
scanner, etc.
3. Demonstrate proficiency & efficiency in Microsoft Word, Excel, Outlook, google
docs
a. Creating, opening, editing, formatting, saving and printing documents
b. Creating, managing, formatting and printing data in a spreadsheet
c. Scheduling and managing appointments on a calendar
d. Writing email correspondence in a professional manner
4. Screen incoming calls for management and handle initial customer service
5. Maintain and order office supplies
6. Manage other tasks as needed
EDUCATION/EXPERIENCE: Minimum of a high school diploma or equivalent; an
associate’s degree is preferred. Ideally, two or more years’ experience working in an
office environment performing administrative tasks and providing support to coworkers.
OTHER QUALIFICATIONS:
1. Communicate effectively both verbally and in written form.
2. Possess a friendly demeanor and strong interpersonal skills to create positive
relationships with coworkers, clients and vendors and to promote and protect our
positive company culture.
3. Demonstrate composure and resilience in all situations.
4. Works independently, able to multi-task and be able to work collaboratively and
maintain a team like atmosphere.
5. Adaptable to company procedures and has the ability to accept constructive
criticism.
SPECIFIC TASKS: The following list of tasks is not necessarily exhaustive. As our
company continues to expand, the duties and responsibilities of the Administrative
Assistant will evolve accordingly. This growth may create opportunities for us to hire an
Office Manager or for the Administrative Assistant to advance to that role.
1. Answer office phone calls
2. Provide the first level of customer service to customer calls, emails and/or social
media messages
3. Review daily mail and distribute accordingly
4. Review and check all office deliveries and distribute accordingly
5. Print monthly vehicle maintenance checklists and give to Foreman by the 15 th of
every month
6. Schedule estimates for salespeople
7. Create customer sheets
8. Ensure that all information is properly completed on the customer sheet before
typing a proposal
9. Typing and sending proposals
10. Follow up on proposals sent (on the day of sending, 1 and 3 weeks after
sending) and update CRM
11. QuickBooks data entry – bills, credit card slips, vendor receipts, etc.
12. Scanning and saving of all documents in correct OneDrive folders
13. Oversee CRM database
14. Schedule and send all customer reminders via email/text/etc. through CRM
15. Closing ratio reports for sales staff in CRM – monthly (provide to sales manager
and Tom)
16. Customer acquisition reports from CRM (source of lead) – monthly
17. Maintaining office supply inventory
18. Applying for an maintaining a notary’s license (insurance by employer)
19. Attend production meetings, record notes and save to appropriate document
immediately following the meeting
20. Create written SOPs for all job duties to be reviewed/updated by employee
every 6 months and then share with the president.
21. While performing the duties of this job, the employee may be regularly required
to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to
operate a computer, printer, telephone, and keyboard. You may also be required
to lift items (such as a case of water or paper) up to about 40 pounds.
Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.
Job Type: Full-time
Pay: $16.00 - $20.00 per hour
Schedule:
- Monday to Friday
Work Location: In person
Salary : $16 - $20