What are the responsibilities and job description for the Administrative Assistant position at MJ Septic?
Job Description
MJ Septic, LLC is actively seeking a highly organized and detail-oriented Administrative Assistant to join our team. If you possess a strong work ethic, a keen eye for detail, and a positive attitude, we encourage you to apply.
As an Administrative Assistant at MJ Septic, LLC, you will play a crucial role in supporting our daily operations. Your responsibilities will include managing and organizing files, scheduling appointments and meetings, preparing reports and presentations, handling correspondence, and providing general administrative support to our team.
The ideal candidate will have a proven track record of success in an administrative role, excellent communication and interpersonal skills. We are seeking a reliable and proactive individual who is able to work independently and as part of a team.
If you are interested in joining a dynamic and growing company that values its employees, we encourage you to submit your resume and cover letter today.
CORE ADMINISTRATIVE TASKS
Customer Service:
Answering phone calls, responding to emails and other inquiries, and providing general information to customers. As an administrative assistant being able to troubleshoot, handling difficult customers, your primary task is to maintain a calm and professional demeanor while actively listening, clarifying the issue, and seeking solutions to de-escalate the situation and ensure customer satisfaction.
Dispatch & Scheduling:
Coordinating and managing service requests, ensuring timely and efficient deployment and routing to meet customer needs.
Customer Relationship Management (CRM):
Utilizing ServiceTitan CRM software and emails to manage customer interactions, track leads, and build relationships.
Project Management:
Assisting with project planning, scheduling, and tracking, especially for installations.
Document Management:
Maintaining and organizing files, both physical and digital, and preparing reports, emails, and other documents.
Work Order Management:
Inputting, allocating, and updating work orders, and reviewing documentation, verifying completed tasks, and ensuring adherence to procedures and standards to ensure the work performed in the field is accurate, complete, and meets quality expectations.
Technician Communication:
Maintaining communication with technicians throughout the day, relaying information, and coordinating schedules. Provide feedback to the field technician on their performance, highlighting areas for improvement and ensuring that the technician is aware of any errors or discrepancies.
Maintenance Contract and Customer Account Management:
Maintaining, new enrollment, and renewing of maintenance contract agreements. Creating proper documentation, verifying for accuracy upon creation or renewal, processing payment and providing customers with the appropriate documentation.
Data Entry & Processing:
Entering and maintaining data in various systems, such as work order software, CRM, and accounting software.
Billing, Estimating & Invoicing:
Assisting with the preparation and processing of estimates, invoices, and tracking payments.
Office Management:
Ordering office supplies, maintaining the office environment, and ensuring that equipment is functioning properly.
Inventory Management:
Assisting with inventory tracking and ordering for the company by collaborating with upper management, owners, coworkers and field service technicians.
Qualifications & Skills Required
Communication:
Acting as a point of contact for internal and external stakeholders, relaying information, and ensuring clear communication between departments. Excellent written and verbal communication skills for interacting with colleagues, clients, and superiors.
Organizational Skills & Attention to Detail:
Adept at managing multiple tasks, prioritizing workload, and maintaining a well-organized workspace and digital files. Accuracy and thoroughness are important for ensuring tasks are completed correctly.
Active Listening & Adaptability and Flexibility:
Understanding the needs and concerns of others is essential for providing effective support. A willingness to learn new software and systems, and to adapt to changing priorities and tasks.
Time Management & Proactive Approach:
Ability to meet deadlines, manage schedules, and allocate time effectively. Taking initiative and anticipating needs, rather than waiting to be asked, is a valuable asset.
Customer Service & Problem Solving:
Strong interpersonal skills and the ability to provide excellent customer service. Capacity to identify and resolve issues efficiently and proactively.
Confidentiality:
Ability to handle sensitive information with discretion and maintain confidentiality.
Technicial Skills Required
Software Proficiency:
Expertise in Google Suite (Gmail, Docs, Sheets, Slides, Drive, Calendar, Drive, etc.), QuickBooks Online. Experience with ServiceTitan (or other similar cloud based CRM software)
Data Entry:
Accuracy and speed in entering and managing data.
Record Keeping:
Ability to maintain accurate and organized records, both physical and digital.
Office Equipment:
Familiarity with common office equipment, such as printers, copiers, and multi-line phone systems.
Daily Office Tidiness:
Maintain office organization by tidying up daily, restocking beverages, snacks, and coffee pods, taking out the trash, and cleaning counters, the coffee bar, and dishes.
Experience & Education
Relevant Experience:
A proven track record of administrative experience, ideally with at least 2-3 years of experience.
Education:
High school diploma or equivalent is typically required, with an associate's or bachelor's degree preferred.
Bilingualism (Spanish):
While Spanish proficiency is not required, it is a valuable asset.
Company Description
MJ Septic is a family-owned and operated business that has been serving the community for over two decades. We offer a wide range of septic services. At MJ Septic we believe that it all starts out at the top and trickles downward, through our employees onto our customers.
Integrity: We are honest, ethical, and transparent in all that we do.
Excellence: We strive for excellence in everything we do, and we never settle for less than our best.
Customer Service: We are committed to providing our clients with the highest level of service.
Teamwork & Communication : We are a team, and we work together to achieve our goals.
Innovation: We are always looking for new and better ways to do things.
We believe that these core values are essential to our success, and we are committed to upholding them in everything we do.
MJ Septic is a family-owned and operated business that has been serving the community for over two decades. We offer a wide range of septic services. At MJ Septic we believe that it all starts out at the top and trickles downward, through our employees onto our customers. Integrity: We are honest, ethical, and transparent in all that we do. Excellence: We strive for excellence in everything we do, and we never settle for less than our best. Customer Service: We are committed to providing our clients with the highest level of service. Teamwork & Communication : We are a team, and we work together to achieve our goals. Innovation: We are always looking for new and better ways to do things. We believe that these core values are essential to our success, and we are committed to upholding them in everything we do.
MJ Septic, LLC is actively seeking a highly organized and detail-oriented Administrative Assistant to join our team. If you possess a strong work ethic, a keen eye for detail, and a positive attitude, we encourage you to apply.
As an Administrative Assistant at MJ Septic, LLC, you will play a crucial role in supporting our daily operations. Your responsibilities will include managing and organizing files, scheduling appointments and meetings, preparing reports and presentations, handling correspondence, and providing general administrative support to our team.
The ideal candidate will have a proven track record of success in an administrative role, excellent communication and interpersonal skills. We are seeking a reliable and proactive individual who is able to work independently and as part of a team.
If you are interested in joining a dynamic and growing company that values its employees, we encourage you to submit your resume and cover letter today.
CORE ADMINISTRATIVE TASKS
Customer Service:
Answering phone calls, responding to emails and other inquiries, and providing general information to customers. As an administrative assistant being able to troubleshoot, handling difficult customers, your primary task is to maintain a calm and professional demeanor while actively listening, clarifying the issue, and seeking solutions to de-escalate the situation and ensure customer satisfaction.
Dispatch & Scheduling:
Coordinating and managing service requests, ensuring timely and efficient deployment and routing to meet customer needs.
Customer Relationship Management (CRM):
Utilizing ServiceTitan CRM software and emails to manage customer interactions, track leads, and build relationships.
Project Management:
Assisting with project planning, scheduling, and tracking, especially for installations.
Document Management:
Maintaining and organizing files, both physical and digital, and preparing reports, emails, and other documents.
Work Order Management:
Inputting, allocating, and updating work orders, and reviewing documentation, verifying completed tasks, and ensuring adherence to procedures and standards to ensure the work performed in the field is accurate, complete, and meets quality expectations.
Technician Communication:
Maintaining communication with technicians throughout the day, relaying information, and coordinating schedules. Provide feedback to the field technician on their performance, highlighting areas for improvement and ensuring that the technician is aware of any errors or discrepancies.
Maintenance Contract and Customer Account Management:
Maintaining, new enrollment, and renewing of maintenance contract agreements. Creating proper documentation, verifying for accuracy upon creation or renewal, processing payment and providing customers with the appropriate documentation.
Data Entry & Processing:
Entering and maintaining data in various systems, such as work order software, CRM, and accounting software.
Billing, Estimating & Invoicing:
Assisting with the preparation and processing of estimates, invoices, and tracking payments.
Office Management:
Ordering office supplies, maintaining the office environment, and ensuring that equipment is functioning properly.
Inventory Management:
Assisting with inventory tracking and ordering for the company by collaborating with upper management, owners, coworkers and field service technicians.
Qualifications & Skills Required
Communication:
Acting as a point of contact for internal and external stakeholders, relaying information, and ensuring clear communication between departments. Excellent written and verbal communication skills for interacting with colleagues, clients, and superiors.
Organizational Skills & Attention to Detail:
Adept at managing multiple tasks, prioritizing workload, and maintaining a well-organized workspace and digital files. Accuracy and thoroughness are important for ensuring tasks are completed correctly.
Active Listening & Adaptability and Flexibility:
Understanding the needs and concerns of others is essential for providing effective support. A willingness to learn new software and systems, and to adapt to changing priorities and tasks.
Time Management & Proactive Approach:
Ability to meet deadlines, manage schedules, and allocate time effectively. Taking initiative and anticipating needs, rather than waiting to be asked, is a valuable asset.
Customer Service & Problem Solving:
Strong interpersonal skills and the ability to provide excellent customer service. Capacity to identify and resolve issues efficiently and proactively.
Confidentiality:
Ability to handle sensitive information with discretion and maintain confidentiality.
Technicial Skills Required
Software Proficiency:
Expertise in Google Suite (Gmail, Docs, Sheets, Slides, Drive, Calendar, Drive, etc.), QuickBooks Online. Experience with ServiceTitan (or other similar cloud based CRM software)
Data Entry:
Accuracy and speed in entering and managing data.
Record Keeping:
Ability to maintain accurate and organized records, both physical and digital.
Office Equipment:
Familiarity with common office equipment, such as printers, copiers, and multi-line phone systems.
Daily Office Tidiness:
Maintain office organization by tidying up daily, restocking beverages, snacks, and coffee pods, taking out the trash, and cleaning counters, the coffee bar, and dishes.
Experience & Education
Relevant Experience:
A proven track record of administrative experience, ideally with at least 2-3 years of experience.
Education:
High school diploma or equivalent is typically required, with an associate's or bachelor's degree preferred.
Bilingualism (Spanish):
While Spanish proficiency is not required, it is a valuable asset.
Company Description
MJ Septic is a family-owned and operated business that has been serving the community for over two decades. We offer a wide range of septic services. At MJ Septic we believe that it all starts out at the top and trickles downward, through our employees onto our customers.
Integrity: We are honest, ethical, and transparent in all that we do.
Excellence: We strive for excellence in everything we do, and we never settle for less than our best.
Customer Service: We are committed to providing our clients with the highest level of service.
Teamwork & Communication : We are a team, and we work together to achieve our goals.
Innovation: We are always looking for new and better ways to do things.
We believe that these core values are essential to our success, and we are committed to upholding them in everything we do.
MJ Septic is a family-owned and operated business that has been serving the community for over two decades. We offer a wide range of septic services. At MJ Septic we believe that it all starts out at the top and trickles downward, through our employees onto our customers. Integrity: We are honest, ethical, and transparent in all that we do. Excellence: We strive for excellence in everything we do, and we never settle for less than our best. Customer Service: We are committed to providing our clients with the highest level of service. Teamwork & Communication : We are a team, and we work together to achieve our goals. Innovation: We are always looking for new and better ways to do things. We believe that these core values are essential to our success, and we are committed to upholding them in everything we do.