Customer Service Administrative Assistant

Summary:

Job Title: Customer Service/Administrative Assistant

Department: Administration

Reports to: Operations Support Manager

Location: Detroit Lakes, MN

Status: FT

Summary The primary responsibilities of this role are to provide quality customer service to internal and external customers. This position is the central point of contact for warranty services in which you will assist and record customers, builders and dealers with questions and service requests in and timely manner. This position will also provide administrative support internally.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Warranty:

• Handle incoming customer service calls
• Maintain customer service request log
• Occasionally complete local site visits to record homeowner service requests
• Coordinate and communicate warranty service schedule internally and to the customer
• Maintain and update house files when pulled
• Capture pictures of each home before they leave production
• Capture and file pictures of damaged product
• Coordinate items that need to be shipped out for warranty with Warranty Specialist
• File house setting reports

Administrative Support:

• Greets and interacts with individuals entering the establishment, determines the nature and purpose of visit and directs them to the proper person or office or answers questions and provides information.
• Answers all incoming calls and transfers calls to appropriate personnel or department.
• Receives daily messages from front desk voice mail and delivers messages and/or forwards calls to appropriate personnel or department.
• Collects AM mail at post office daily.
• Opens, sorts, dates, and distributes incoming mail daily.
• Prepares outgoing mail and delivers to post office at end of each workday.
• Maintains transportation pink sheet completion.

• Maintains conference room area for cleanliness and neatness.
• Assist with coordinating company events such as the builder/dealer show, open house and holiday party.
• Manage marketing inventory such as clothing,

• Keys data entry for management team members
• Arranges detailed travel plans, class registration, itineraries and/or lodging reservations for company events
• Prepares correspondence, memos, forms and policies and procedures for management team members as needed

• Maintains a favorable working relationship with all employees to promote a cooperative and harmonious working environment to facilitate positive employee morale, productivity, and continued improvement.
• Conforms with safety rules and uses all appropriate safety equipment.

• Orders office supplies and paper products for restroom, safety glasses inventory, conference rooms and employee lounge and other supplies as requested.
• Maintains and operates photocopier, postage meter and fax machine. Calls for service on copier, phone, and fax machine when necessary.
• Distributes employment applications relative to employment openings and prepares and mails application acknowledgements.

• Monitors visitor access including factory visitor sign-in.
• Serves as Company Notary.
• Performs other related duties as assigned.

Competencies

1. Customer/Client Focus
2. Teamwork Orientation.
3. Technical Capacity.
4. Communication Proficiency.
5. Initiative.
6. Decision Making.

Supervisory Responsibility

This job has no supervisory responsibilities

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually moderate.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

While performing the duties of this job, the employee is frequently required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to walk. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required for this job include close vision and color vision.

Position Type/Expected Hours of Work

This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 4:30 p.m. Evening work may be required as job duties demand.

Travel

Travel is expected on occasion in this role.

Education

One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience. Minimum one year customer service experience.

Additional Eligibility Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Language Skills: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Computer Skills: To perform this job successfully, an individual should have knowledge of word processing, spreadsheet, data base and Internet software.
• Certificates, Licenses, Registrations: Maintains a valid Drivers License.
• Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

While performing the duties of this job, the employee is frequently required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required for this job include close vision and color vision.

AAP/EEO Statement

Dynamic Homes, LLC. & Ho-Chunk, Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. However, preference may be extended to persons of Indian descent in accordance with applicable laws.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.