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Administrative Assistant

2 months ago

Carrollton, United States USA Insulation of Houston (SW, NW, and NE) Full time $12 - $14
Job DescriptionJob DescriptionBenefits:
  • Bonus based on performance
  • Paid time off
  • Training & development

Benefits/Perks
  • Professional environment
  • Training and coaching provided
  • Lots of interaction with prospective customers, existing customers, staff, vendors, etc.
  • Perfect for those who are organized and like structure
  • Enjoys talking on the phone and coordinating appointments
  • Advancement opportunities

Company Overview
USA Insulation is not your typical new construction or attic-only insulation company. USA Insulation is the sole provider of USA Premium Foam Insulation, which allows homeowners to make their residences more comfortable and significantly reduce energy consumption. We have insulated over 100,000 homes and boast an outstanding customer satisfaction rating.

USA Insulation Administrative Assistants and Phone Sales Specialists are the first points of contact for potential and existing customers. Its essential the person in this position represents the company in a professional manner while preserving USA Insulations customer-first philosophy.

We see this position as the hub of all that takes place within each department. Being responsible for helping schedule appointments, and installations, and ensuring our customers are satisfied requires a commitment to great service. We often hear how rewarding this position can be since it works with all the departments and customers.

Job Summary
  • To assist in the overall assistance and maintenance of the office.
  • To perform all administrative duties set forth in this Job Description to ensure the success of the USA Insulation Franchise.
  • Feel comfortable making many daily outbound phone calls to prospects, past customers, and contacts collected from events
  • Be able to determine if leads qualify for our services
  • Schedule appointments for in-home sales consultants
  • Have experience in handling various personalities, objections, and requests in a timely manner
Essential Functions
  • Ability to answer 5-line phone Take calls, messages and perform all related phone system tasks
  • Maintain office supplies and equipment
  • Set up and maintain varied office files of records, reports, and correspondence required for reference and efficient operation of the office; maintain logs and records of office activities; compile and summarize information for regular or special reports from a variety of sources
  • Type letters, reports, e-correspondence, and other related forms from rough drafts, notes, recordings, or corrected copy ensuring correctness in format, spelling, and grammar as requested by the supervisor
  • Operate office equipment: PC, typewriter, copier, fax, printer, calculator, etc., and proficiently use software including all Microsoft Office Applications, Internet, electronic mail, and e-calendar programs such as Outlook
  • Obtain referrals for Sales Reps Manage call-ins for and set appointments for Sales Representatives
  • When calls come in for estimates, write all relevant information on the Lead Sheet and indicate the area and time on wipe-board
  • Enter all Sales information on Microsoft Excel Spreadsheet Enter and track all Lead information on Microsoft Excel Spreadsheet
  • Send Customer Satisfaction surveys to all previous customers on a bi-weekly basis
  • Send letters and Customer Surveys to previous customers
  • Screen, sort, and distribute mail and documents; determine which items to respond to independently or which to bring to the supervisors attention based on the content of communication and knowledge of office and programmatic activities
  • Process outgoing mail and ship express packages as required
  • Re-Order any supplies, parts, or materials at the owner/operators request
  • Accounts Receivable and Accounts Payable via Quickbooks Payroll via Quickbooks, ADP, or Paychex
  • Follow all Policies and Procedures of USA Insulation while on duty
  • Perform any and all other functions or tasks assigned by the department manager

Status Scope
  • Reports directly to Owner/Operator
  • Type 40-60 WPM
  • Must be able to read and write
  • Must be able to speak English
  • Thorough knowledge of Computers
  • Knowledge of 5-Line Phone System
  • Working knowledge of Microsoft Office including Word, Excel, Outlook & Access

Qualifications
  • High School Diploma or equivalent
  • 1-2 years of previous experience as a receptionist, Administrative Assistant, or Office Manager
  • Commitment to Customer Service on the job. Constant: Activity is continually occurring and required to perform the essential functions of the job.