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Administrative Assistant

2 months ago

Cranston, Rhode Island, United States Thielsch Engineering Full time
Job Summary

We are seeking an experienced Administrative Assistant to join our team in Cranston, RI. As an Administrative Assistant, you will provide exceptional customer support and project coordination to our clients and internal stakeholders.

Key Responsibilities
  • Provide timely and accurate responses to customer inquiries via phone, email, and mail.
  • Organize and maintain digital filing systems, collateral materials, and office supplies to ensure efficient operations.
  • Coordinate and schedule on-site walkthroughs and client-facing meetings for other staff members.
  • Process incoming requests, pre-screen customers to confirm program eligibility, create electronic customer files, and enter and update jobs in the company database and online calendar.
  • Work with our Program Administrators and their software to verify customer eligibility and register requests.
  • Communicate verbally and/or in writing with energy engineers and customers regarding scheduling, invoicing, or other issues as needed.
  • Efficiently process customer and contractor requests and help resolve outstanding issues.
  • Learn and assist in project data entry in EPLUS & Acumatica.
  • Provide support in the creation of engineering and sales proposals.
  • Create, maintain, and distribute reports for internal staff and external customers.
  • QC program data entry and invoices on a daily, weekly, and monthly basis.
  • Track and document all activities using company-provided databases and systems.
  • Coordinate billing and invoicing activity for program and project activities as appropriate.
Requirements
  • At least two years' experience in a customer-facing role in a high-volume office environment.
  • Proficiency with Windows-based computer applications, including Microsoft Word, Excel, Teams, and Outlook.
  • A commitment to and enthusiasm for energy efficiency.
  • Strong writing, verbal, and organizational skills.
  • Attentive to detail and able to learn and understand technical terms.
  • Able to prioritize and process multiple tasks and meet deadlines.
  • Able to tactfully avoid conflict, build trust, and work as part of a team.
  • A high school diploma or equivalent.
  • Able to pass criminal background and drug screening tests.
Preferred Qualifications
  • Call center or other high-volume customer support/service experience.
  • Experience in the energy, construction, or HVAC industries.
  • Knowledge of the New England area, cities, and towns.
  • Associate's degree.
Work Environment

This position requires the employee to work inside.

Compensation & Benefits
  • Health care benefits through United HealthCare.
  • Delta Dental and Vision Service Plan.
  • Paid time off and holidays.
  • Employer-matching 401(k) retirement plan.
  • Employer-paid Employee Stock Ownership Program (ESOP).
  • Employer-paid life and AD&D insurance; access to short and long-term disability insurance.
  • Tuition reimbursement.