What are the responsibilities and job description for the Administrative Specialist position at P3 Services?
Administrative Assistant
Position Summary:
We are seeking a highly organized and detail-oriented Administrative Assistant to support the daily operations of our plumbing company. This role involves managing office tasks, coordinating schedules, assisting with customer inquiries, and maintaining accurate records to ensure the efficient and smooth operation of the business.
Key Responsibilities: Administrative Support
- Answer and direct phone calls, emails, and customer inquiries in a professional and timely manner.
- Schedule and coordinate appointments, service calls, and job assignments for plumbing technicians.
- Prepare and process invoices, purchase orders, and other documentation related to plumbing services.
- Assist with inventory management by monitoring and ordering supplies and equipment as needed.
Customer Service
- Greet customers and provide information about services, pricing, and scheduling.
- Handle customer concerns or complaints, ensuring issues are resolved effectively.
- Maintain a positive and professional demeanor when interacting with clients, vendors, and team members.
Data Entry & Recordkeeping
- Maintain accurate records of customer accounts, work orders, and service history.
- Update databases and filing systems for easy access and retrieval of information.
- Assist with creating reports on technician performance, job status, and billing.
Office Operations
- Manage the office calendar, coordinating meetings, training, and deadlines.
- Assist with marketing efforts such as sending promotional emails, managing social media updates, or maintaining the company website.
- Ensure compliance with company policies and safety regulations in administrative processes.
Qualifications:
- High school diploma or equivalent; additional education or certifications in office administration is a plus.
- ServiceTitan experience a PLUS!
- Proven experience in administrative or office assistant roles, preferably in the plumbing, construction, or service industry.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook) and scheduling software
- Strong organizational skills and ability to multitask in a fast-paced environment.
- Excellent communication and customer service skills.
- Basic knowledge of plumbing terminology or willingness to learn industry-specific terms is preferred.
Key Competencies:
- Attention to detail and accuracy.
- Time management and ability to prioritize tasks.
- Problem-solving and critical thinking.
- Teamwork and adaptability to evolving company needs.
Compensation and Benefits:
- Competitive hourly wage or salary based on experience.
- Health, dental, and vision insurance (if offered).
- Paid time off (PTO) and holiday pay.
- Opportunities for career growth and training.
