Office Assistant

Job Description

Job Description

Job Title : Office Assistant

Work Hours : 8 : 00 am to 5 : 00 pm, Monday through Friday

Primary Job Functions : Responsible for handling customer calls and routing to the appropriate department or paging personnel as necessary. To give office support to entire company as needed using a variety of computer and organizational skills. Other accounting support as directed by the Administrative Manager.

Reports to : Administrative Manager

Daily Duties :

1. Answering incoming calls, route calls to correct person, and take service calls as needed

2. Filing : Organizing and maintaining files and updating paperwork hard copy and digital

3. Organizing and maintaining office common areas. Including watering plants

4. Maintain and file hard copies of pick tickets turned in

5. Give purchase orders to technicians via phone and text

6. Receive and distribute daily US mail, internal mail, and deliveries

7. Maintain vehicle files : hard copies and spreadsheet

8. Assist in receiving parts, identify and label, notify proper person, and immediately move to parts room

9. Take install technician time and document properly every morning

10. Prepare letters and spreadsheets as requested

11. Customer credit card payment form

12. Keep blank forms for various functions

13. Keep office supplies list for restocking

14. Organize shredding annually depending on how full storage is and due dates (March-April)

15. Plan and prepare space for office events

16. Assist Service Coordinator as secondary

17. Other duties as assigned

Performance Indicators : Certain key business indicators that will measure the effectiveness of the Office Assistant. These include the following :

1. Filing kept current

2. Customer's service experience

3. Accuracy in vehicle files and keeping registrations current

4. Accuracy of install technician time documentation

5. Office supply inventory sufficient at all times

6. Closing install jobs timely