Office Assistant

4 weeks ago


Spokane, United States Inland Empire Fire Prevention Full time
Job DescriptionJob DescriptionSalary: DOE

Perform duties as classified in specific office clerical occupation, requiring knowledge of office systems and procedures. Handles various administrative tasks, support office operations, and ensure efficient day-to-day functions. Clerical duties include a combination of answering telephones, bookkeeping, customer service, office machine operation, and filing. Assist staff with clerical needs and provide customer service.


Essential Responsibilities:


• Maintain office equipment by ordering necessary supplies and paying invoices related to office supplies, meter mail machine, etc.


• Answer incoming calls, transfer calls, and take accurate messages.


• Provide assistance to customers in person, via telephone, or through email requests.


• Process credit card payments over the phone from customers.


• Operate officer copiers, fax machines, and other relevant equipment.


• Schedule inspections with fire alarms, fire sprinkler, backflow, hydrant, fire extinguishers, and elevator companies.


• Coordinate schedules with customers, 3rd party companies, subcontractors, and property management companies.


• Coordinate with local fire departments to verify service requirements for compliance.


• Cultivate and maintain working relationships with local fire departments, water purveyors, etc.


• Contract customers via email, mail, or call to collect past due payments.


• Create AR aging list for collection processing using accounting software.


• Maintain, track, and process open and outdated worker orders.


• Utilize company accounting program to create account receivables, customer profiles, and maintain current information.


• Assist staff with written quotes for services and e-mails to customers.


• Responds to emails and communicate with office staff regarding customer inquiries.

 

• Uses Google calendar to arrange inspections and manage regular events on a monthly, quarterly, and yearly basis.


• Manages and store customer records digitally on the company server.


• Other duties as assigned.


Minimum Qualifications


• High School Diploma


• Proficiency in computer software applications including Microsoft Word, Excel, PowerPoint, and Outlook.


• Proven ability and track record of performing work in a timely manner and meeting deadlines.


• Excellent Customer Service


• Possess good communication skills; both verbal and written.


• Coordinate and work well with others.


• Must pass a post-offer drug screen test, background, and reference check.


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