Administrative Assistant

3 weeks ago

Brooklyn, United States ENERGY FENCING, INC. Full time

Administrative Assistant


Energy Fencing Inc. is the premier fencing company in the state of New York; our business is run daily with the paramount motto that “with energy anything is possible”. Our dedication to our customers and persistent effort to maintain professional and reliable services ensure that we always offer the highest quality of service. We offer an array of services which covers all types of fencing installation and associated gates.

As a leading full-service fencing company, we are seeking a highly skilled and confident individual to join our team as an Administrative Assistant. As the Office Assistant, you will play a crucial role in ensuring the smooth functioning of our office operations. This position requires excellent communication skills, attention to detail, and the ability to manage various administrative tasks efficiently.


Key Responsibilities:


1. Administrative Support:

  • Answer and direct incoming phone calls in a professional and courteous manner, ensuring inquiries are directed to the appropriate team members.
  • Respond promptly and accurately to customer inquiries via phone and email, offering helpful information about products, services, and processes.
  • Manage and organize office paperwork, ensuring proper filing and maintenance of important documents in both physical and digital formats.
  • Handle day-to-day office administrative duties, including scheduling and coordinating appointments, meetings, and site visits for the field estimator team.
  • Maintain an organized office environment by overseeing office supplies, managing inventory, and ordering supplies as needed.

2. Customer Correspondence and Communication:

  • Engage with customers via email and phone to address inquiries, provide project updates, and gather necessary information for project execution.
  • Ensure timely follow-up on outstanding customer inquiries, project status updates, and outstanding tasks.
  • Negotiate administrative matters and service terms with customers, ensuring positive customer experiences and addressing any concerns in a professional manner.

3. Estimate Follow-Up and Negotiation:

  • Demonstrate a thorough understanding of Energy Fencing’s products and services to effectively follow up with customers who have received estimates.
  • Address customer questions or concerns related to estimates, project details, and product offerings.
  • Collaborate with the sales and field teams to finalize project details, negotiate terms, and secure contracts.

4. Project Administration:

  • Assist in the preparation and management of project-related documentation, including contracts, permits, and project schedules.
  • Assist estimators and project managers with completing project-specific paperwork, ensuring all required documentation is filled out accurately and submitted in a timely manner.
  • Support the preparation of project proposals, ensuring accuracy and completeness of all necessary documentation before submission to clients.
  • Maintain up-to-date project files, including digital records and physical paperwork, ensuring that all documents are stored correctly for easy retrieval.

5. Office Workflow Management:

  • Coordinate and schedule appointments, meetings, and site visits for the field estimator team, ensuring optimal coordination and minimal disruption.
  • Act as a liaison between the office team and field team, ensuring smooth communication and coordination throughout the project lifecycle.
  • Support the administrative needs of other departments as necessary, contributing to the overall workflow and productivity of the organization.

6. CRM Management:

  • Maintain and update customer information in the company’s Customer Relationship Management (CRM) system, ensuring all contact details, communication records, and project statuses are accurately recorded.
  • Monitor and track customer interactions in the CRM to ensure timely follow-up and communication with clients.
  • Assist in managing leads and opportunities within the CRM, ensuring proper follow-up and coordination with sales and project teams.

7. Record Keeping:

  • Maintain accurate records of all customer interactions, project updates, and transactions, ensuring that data is entered into the company database in a timely manner.
  • Organize and track paperwork related to specific projects, including contracts, permits, correspondence, and payment records.

8. Confidentiality and Discretion:

  • Handle all customer and company information with the utmost confidentiality and discretion.
  • Ensure compliance with company policies, procedures, and industry standards related to data protection and privacy regulations.

9. Team Collaboration:

  • Work closely with the field estimator teams to ensure seamless communication and workflow between the office and field teams.
  • Provide support to other team members as needed, contributing to overall company goals and objectives.
  • Participate in team meetings and collaborate on tasks related to project planning, execution, and completion.


Requirements:


  • Confident Communication: The ability to communicate confidently and professionally with customers and team members.
  • Organization Skills: Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
  • Detail-Oriented: Attention to detail is crucial in maintaining accurate records and providing quality customer service.
  • Negotiation Skills: Ability to negotiate effectively and diplomatically with customers.
  • Product Knowledge: Familiarity with Energy Fencing's products and services.
  • Computer Literacy: Proficiency in Microsoft Office suite and other relevant technological software.
  • Adaptability: Flexibility to adapt to changing priorities and take on new tasks as needed.


Qualifications:
  • Previous experience in an administrative or office support role is preferred.
  • Excellent verbal and written communication skills.
  • Professional and friendly demeanor with a customer-focused approach.
  • Ability to work independently and as part of a team.
  • Confidence in negotiating and handling customer inquiries.
  • Bachelor’s degree (BA) or equivalent work experience in a relevant field such as Business Administration, Communications, or a related discipline.


Join Energy Fencing and contribute to the success of our growing company. If you possess the required skills and are ready to take on a dynamic role in office administration, we invite you to apply.

To apply, please submit your resume and a cover letter detailing your relevant experience to [info@energyfencing.com].


Salary: $21-24/Hr




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