What are the responsibilities and job description for the Administrative Project Assistant position at South Bay Communications & Security?
About us
South Bay Communications & Security is a small business in Chesapeake, VA. We have been in the business for 25 years and have established ourselves as a technology leader in the communications and electronic security industry. Though based primarily in the Hampton Roads region, our team members are dispatched to locations throughout the nation. We thrive on customer service and value each employee as a vital asset to our company’s ability to serve our clients by delivering projects and services on scope, on budget, and on time.
Project Manager Assistant
Company Name: South Bay Communications & Security
Position Summary:
Are you looking for a career in a stable industry that is in high demand? South Bay Communications & Security is searching for candidates for the position of Project Manager Assistant.
We are seeking reliable, motivated, and qualified individuals to join our team to help continue to grow and represent our business. We offer a stimulating career path with many opportunities for advancement.
Please note that we will accept candidates with little to no experience as we have an in-house training program where candidates can obtain on-the-job training to learn the necessary skills needed to become an Project Manager Assistant.
Job Duties:
Maintain / update internal Word and Excel documents when needed. Organize folder on the shared drive.
Assist with all day-to-day functions of the office when needed.
Answer incoming calls as needed - Take thorough information from customers when you receive a service call and Support is unable to take the call. Get company name, point of contact information (name, phone number, and address), and information regarding the issue they are experiencing.
Errands - Pick up / drop off vehicles, deliver material to techs / job sites, pick up parts, etc.
All information should be entered in QuickBooks and Manage – Update with any changes to customer accounts.
Monitor the Manage platform for new sales / service requests and tickets. Create and update tickets as needed.
Post-install customer contact / follow-up – Quality assurance checks and collection of ideas to improve on future installs and maintaining a relationship with the customer.
Work directly with the Project Managers (PM) and handle all office related PM duties so the PM’s are able to be in the field.
Assist with demos and sales calls.
Attend all safety meetings.
Handle shipping – Package material, create shipping label, and mail material to customers.
Create purchase orders and upload all related information in Manage.
Make hotel arrangements for technicians working out of town.
(Permits)
Handle all permits requirements. – Learn the process entirely. Work with the Project Manager.
Order / Payment
Schedule Inspections
Develop strong relationships with inspectors and other city personnel.
Follow up with the city until South Bay has received the requested permit.
Understand the requirements per city, per project.
(Material Ordering)
Order all necessary parts for jobs. – Learn the parts. Work with the Project Manager.
Create relationships with all vendors.
Learn to read take-offs.
Communicate with the salesperson.
Look for deals / specials before placing orders.
Always negotiate pricing directly with the vendor.
Verify the correct parts (and amounts) are received.
Stage the parts for install.
Maintain inventory for commonly used items. – Work with the Project Management.
Work with the team to create inventory protocols and procedures.
Order additional inventory when stock becomes low.
Verify the correct parts (and amounts) are received. – Organize items accordingly.
(End of Job Reports)
Verify end of job reports are completed.
Create and finalize “as builts” upon project completion.
Document changes, counts, etc. – Get the info to the billing dept.
Investigate – Call and meet with Technicians to facilitate the above.
Act as the liaison between Technicians and the Admin responsible for billing.
REQUIREMENTS
· Must maintain a valid driver’s license, reliable transportation, and good driving record.
· Must be able to pass a pre-employment background check.
· Able to write, speak, and communicate fluently in English.
EXPERIENCE
· 1 years of experience or relevant experience included on resume.
· Computer skills: 1 year (Preferred)
· High school or equivalent (Preferred)
Job Type: Full-time
Job Type: Full-time
Benefits:
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Referral program
- Relocation assistance
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Experience:
- Microsoft Excel: 1 year (Required)
- Customer Service: 1 year (Required)
Work Location: In person
