Service Administrative Assistant

Position Summary

This position is responsible for supporting with the administrative functions of the service and office teams.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

· Follow up on client leads related to service and maintenance projects.

· Schedule appointments with clients for new services/jobs.

· Obtain pricing estimates and find necessary materials from suppliers to support with company service jobs.

· Draft estimates and contracts for service and maintenance projects.

· Schedule and attend service and maintenance department meetings as needed.

· Answer and respond to incoming client phone calls and emails related to service and maintenance projects.

· Draft process documents/project checklists for service and maintenance projects as needed.

· Assist with the scheduling and planning of daily service and maintenance needs.

· Track and maintain accurate records of service change orders, overages/additional services completed.

· Assist with the itemizing and invoicing of service and maintenance projects.

· Coordinate with the Inventory Control Specialist regarding items needed for jobs.

· Log and list details regarding all phone, email, and in person interactions that occurred with clients.

· Assist with dispatching the service and maintenance personnel to the correct job sites

· Check Filter cartridges daily to be sure names are on all cartridges. Add notes in upcoming vacuum work orders on client’s cartridges that are ready to be brought back.

· Schedule weekly vacuum service as planned by the service manager into Smart Service.

· Update customer’s equipment records as new equipment is installed.

· Mark new equipment and special parts ordered for a client with the client’s name in it.

· Perform all other duties as assigned.

Minimum Qualifications (Knowledge, Skills, and Abilities)

· High School Diploma/GED and 2-4 years of relevant experience.

· Proficient in using Inventory and Project Management software.

· Proficient in Microsoft Office Suite.

· Ability to read, analyze, and interpret technical procedures.

· Ability to write reports, business correspondence, and procedure manuals.

· Ability to effectively present information and respond to questions from managers, clients, customers, and the public.

· Ability to calculate figures and amounts such as discounts, percentages, interest, proportions, area, and volume.

· Knowledge of, and ability to, apply concepts of basic algebra and geometry.

· Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

· Ability to interpret various instructions from written, oral, diagram, or schedule forms.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

This position occasionally requires the ability to stand, walk, stoop, kneel, crouch, or crawl. This position regularly requires the employee to sit, use, and reach with hands and arms, and talk and hear. This position requires the use of close vision and depth perception, and the employee must have the ability to adjust focus and see color. This position will occasionally lift or move up to 50 pounds. The noise level of the work environment is moderate.

Job Type: Full-time

Pay: $20.00 - $23.00 per hour

Expected hours: No more than 50 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift

Work Location: In person

Salary : $20 - $23