Office Assistant
3 weeks ago
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. Prepare per diem sheet for traveling technicians
17. Assist Service Coordinator as secondary
18. 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
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