Administrative Assistant

1 week ago


West Newton, United States Catchlight Painting Full time

Administrative Assistant DutiesClient Advocacy:Be the welcoming and friendly voice of the companyBe a client advocate - if a client calls with a problem, utilize all communication tools, and involve a foreman or manager if necessary to make sure it is solved by the end of the day.Answer inbound calls from prospects - collect information, enter into our CRM, and pass to appropriate staffManage company voicemail and email inboxes, leverage CRM software and/or internal team as appropriateMaintain proper communication with all clients to ensure jobs are ready for scheduling & work to commence, confirm commencement dates and times, communicate weather/production delays proactively and sympathetically.Confirm project completion with all clients before updating project statusCall and/or e-mail clients to create a better overall client experience.Production Support:Gather all client job information to consolidate for the field crewContact client to discover missing job informationGather and organize all regulatory information (lead safety)Record updates from employees on job status, projected completion dates, resource needsRequest and acquire inbound & outbound Certificates of Insurance via email, when appropriatePlace orders for job support items such as portable toilets, electrical wraps, boom lifts, scaffolding etc.Manage project schedule to ensure uninterrupted production and update clients on schedule shiftsGeneral Administration:Using company group chat app, send out notifications to crew as neededReview & approve crew hours weekly prior to sending to payrollCreate & maintain par levels of office supplies and uniforms, ensure office/kitchen is well stocked and tidy at all timesFile and sort job documents, bills, notices, etc.Organize and maintain online filing system (SharePoint)Take in, sort, distribute mail and packages daily, send mail as needed from either office, Post Office, or mail dropboxAnswer the door & greet guestsPrint and distribute employee documents as neededManage phone systems, including recording outgoing messagesAchieve proficiency in our CRM and timekeeping software - be able to provide technical/how-to support to all employeesEvent planning - including barbeques, charity projects, company outingsSupport Business Manager:Pay online bills and parking ticketsTake notes at meetings attendedSchedule meetings as necessaryCreate and update job profitability worksheets and share status with foremen and leadership team weeklyReview and code expenses from receipts prior to sending to manager for approvalUse payroll and other information to complete accurate job costing reportsHelp ensure company programs, processes & protocols are up to dateAssist Business Manager in additional projects as necessaryQualifications and Position RequirementsHigh School Diploma/GED requiredAssociates degree or higher in Business Administration or related field preferred2+ years experience in an office environment requiredExperience working in a small business and supporting management preferredAbility to work scheduled shift of 7am-5pm M-ThAbility to work independentlyFlexibility and ability to prioritize tasks for the benefit of the businessExcellent interpersonal skills and phone/email mannersAttention to detailExceptional time management skillsMaintain an organized workspaceBasic computer skills (Windows operating systems)Basic knowledge on Apple products and iOS operating systems (iPhone, iPad etc.)Demonstrated proficiency with Microsoft programs, including Outlook & MS Office Suite (Word, Excel, PowerPoint, Teams, Calendars, etc)BenefitsHealth InsuranceDental/Vision InsuranceGenerous PTO package401k plan with up to 4% employer matchMaternity/Paternity leaveBereavement leaveOpportunities for training and career advancementPaid Holidays 4-day work week (M-Th) No weekends Quiet office atmosphereSnack room with a Nespresso coffee maker To be considered for this position, please submit an up-to-date resume, and answer the application question "Why do you feel as if you'd be a good fit for our team", or attach a cover-letter detailing why you believe you'd make our team betterCatchlight Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.



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