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Office Administrator

2 weeks ago

South Portland, ME, United States Superior Plus Propane Full time

The Office Administrator will play a key role in managing administrative tasks, customer communications and supporting field operations. This role is key to keeping the office running smoothly through completion of general administrative duties with industry-specific responsibilities related to safety, compliance, customer service and logistics.

Key Responsibilities:

  • Assist and support customer general inquiries and resolve concerns in person (where applicable), telephonically, and via email
  • May travel between multiple locations to provide support
  • Provide general administrative support to office staff and management
  • Ownership of mail processing, filing and document management, as well as maintaining office supplies
  • Coordinate with other departments to support operational needs of the business
  • May assist in obtaining permits for service work, ensuring proper documentation and compliance
  • May educate customers on propane appliances (e.g. heaters, fireplaces, etc.) and assist in selection, based on needs/home set-up of customer
  • Combine administrative duties with retail appliance sales, customer service, and commission -based incentives
  • May respond to service requests or emergency calls
  • May reconcile daily cash and credit transactions
  • Carry out special projects assigned by the District Manager
  • Performs other related duties as assigned
Qualifications:

Education:

Basic Education
  • High school diploma or equivalent, or equivalent experience
Experience:
  • More than one year and less than three years of relevant experience
  • Minimum 2 years previous experience in an office or administrative support role
  • Prior Propane Industry knowledge preferred but not required
  • Knowledge:

    Applied Knowledge & Procedural Understanding
  • Good working knowledge of Microsoft Office products, including Outlook. • Excellent customer service skills. • Organized, accountable and detail oriented • Comfortable in an environment filled with competing priorities, deadlines, and urgent requests. • Excellent communication skills, both oral and written


Dexterity & Coordination:
  • Developing Dexterity & Task Coordination
Responsibilities:

Verbal/Written Communication
  • Functional Verbal/Written Communication
  • Excellent communication skills, both oral and written
  • Ability to communicate clearly and professionally via in-person, telephone and email communication.
Responsibility/Accountability:

Process Responsibility & Situational Accountability
  • Provide general administrative support to office and management
Internal/External Contacts:
  • Regular Contact & Operational Coordination
Impact:

Operational Impact & Process Support
  • The Office Administrator responds to all inquiries promptly and professionally, providing helpful and friendly support, setting the tone for positive customer relationship with the local branch.
Required Efforts:
Limited Autonomy - Some Decision-Making Within Guidelines
  • The Office Administrator will determine how to responds to customer or office issues-whether to escalate, offer immediate solution or schedule follow-up.
  • The Office Administrator in conjunction with the District Manager will decide what information needs to be shared with customers and how urgently it needs to happen.
Concentration & Sensory Attention:

Moderate Concentration & Sensory Attention
  • Most problems in this role can be solved using generally known approaches, procedures and input from the District Manager.
Problem Solving Creativity:

Situational Problem Solving & Process Adaptation
  • This role requires practical, tasked-based problem-solving within well defined procedures and policies. The Office Administrator is expected to recognize routine issues, choose from established solutions and escalate more complex or unusual problems to management.
Physical Effort:

Light Physical Effort & Occasional Movement
  • This role is primarily sedentary, performed in an office environment, which occasionally requires light physical activity
Working Conditions:

Physical Environment
  • Occasional Exposure to Mild Environmental Variations
Psychological Environment:
  • Moderate Psychological Demand & Periodic Stress Exposure

Legal Authorization to work in the US is required. We will not sponsor individuals for employment visas now or in the future for this job opening.

Here at Superior Plus Propane, we are an equal opportunity employer committed to the inclusion and accommodation of all individuals, we welcome all qualified candidates to apply. If you have an accommodation need during the recruitment & selection process, we encourage you to connect with us at sppcareers@superiorpluspropane.comto let us know how we can enhance your experience.