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Administrative Assistant
3 months ago
**Summary**: Incumbent supports the division manager, technicians, and office in a variety of functions as needed. The individual will need to quickly and accurately manage a large amount of information that is often time sensitive and confidential. Additionally, the assistant will serve as a support in all other shop and customer site functions as needed.
**Core Responsibilities**:
- Serve as back-up when manager is unavailable or out
- Enter the technician’s daily timesheets for payroll and billing in database (as back up only)
- Liaise with Distribution Supervisor to order supplies and equipment for jobs; obtain quotes and place orders as needed
- Prepare daily destination sheet
- Prepare work orders
- Assist with scheduling work and technician assignment
- Type proposals/quotes, send them to the customer, and record in CRM
- Answer phones and route calls to appropriate staff
- Complete miscellaneous work such as general filing, making copies, etc
- Report on activity to supervisor
- Assist with invoicing completed customer jobs
- Perform any other duties as requested by supervisor
**Conditions**:
- Ability to work in an environment that serves emergency customers 24/7/365; excellent time management is a must
- Work within a shop environment which requires the use of patience, sound judgement, and problem solving
- Mental acuity to engage in and focus on activities over an extended period that may be monotonous or tedious
- Prolonged periods of inactivity while sitting at a desk attending to operational needs
**Skill, Knowledge, and Abilities**:
- Proven experience as an administrative assistant
- Attention to detail and problem solving skills
- Good math skills
- Strong listening and communication skills
- Strong organizational skills with the ability to multi-task
- Fast and accurate typing skills; 40 wpm + is preferred
- Ability to follow directions and work independently
- Knowledge of English grammar and punctuation
- Highly reliable with regard to attendance
**Qualifications and Experience**:
- High school diploma or equivalent
- Experience working with HubSpot or similar CRM is preferred
- Proficient in MS Office: Word, Excel, Outlook specifically
- Working knowledge of accounting software (INxSQL) is a plus
- Must have a clear, happy, and helpful phone presence
- Excellent verbal and written communications skills
- Prior experience as an assistant is preferred
Pay: $20.00 - $25.00 per hour
Expected hours: 42.5 per week
**Benefits**:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Paid time off
- Vision insurance
Schedule:
- Monday to Friday
- No weekends
**Experience**:
- Customer service: 1 year (preferred)
Ability to Commute:
- Chicopee, MA 01013 (required)
Ability to Relocate:
- Chicopee, MA 01013: Relocate before starting work (required)
Work Location: In person
