What are the responsibilities and job description for the Office Coordinator Assistant position at Nexus Energy Services?
Company Overview:
Nexus Energy Services is a leading provider of energy solutions, dedicated to delivering exceptional service to our clients.
Job Description:
The Office Coordinator and Service Support role is a critical function within our organization, responsible for coordinating day-to-day operations in Canonsburg, PA. This position will work closely with our administrative and service teams to ensure seamless execution of tasks and projects.
Key Responsibilities:
- Answer the NES phone and direct calls accordingly, providing excellent customer service and ensuring timely response to inquiries.
- Create work orders in our ERP system for service call requests received by phone and email.
- Service invoicing for customers and subcontractors, uploading all invoices into vendor portals in a timely and accurate manner.
- Track and maintain records for Service Dept certifications and training, ensuring compliance with industry standards.
- Support ordering and inventory of service parts, collaborating with cross-functional teams to identify areas for improvement.
- Facilitate construction team filing permits and modification reports, maintaining organized records and ensuring regulatory compliance.
- Mail AR statements and make AR calls, following up with customers to resolve any outstanding issues.
- Record and monitor Vehicle Inspections and Maintenance, identifying trends and opportunities for cost savings.
- Receive and distribute incoming mail, facilitating outbound mail and ensuring timely delivery of important documents.
- Manage Office supplies, streamlining processes to reduce waste and optimize budget allocation.
- Work with cross-functional team members to investigate and resolve customer and vendor questions and concerns, providing prompt and professional responses.
- Maintain accurate and organized records, contributing to a culture of transparency and accountability within the organization.
- Abide by all regulations, policies, work procedures, and instructions, including NES Safety requirements.
*All other duties as assigned to support the success of Nexus Energy Services.
Education, Experience, & Skill Requirements:
- Associates degree in business or accounting preferred, or equivalent combination of education and experience.
- 5 years of experience in a professional office environment preferred.
- Notary Public a plus, enhancing our ability to provide secure and confidential services.
- Microsoft Office expertise, along with previous experience with an ERP system, allowing for efficient data management and analysis.
- Excellent Customer Service, Communication skills (oral and written), Self-motivated, Ability to multi-task in a fast-paced environment, and Must be able to maintain confidentiality.
