Administrative Assistant

The Air Force One (AFO) Administrative Assistant ensures continuity in all critical internal and client touch points between clients, technicians and AFO. This position is focused on the accuracy and timeliness of internal processes, client deliverables and the backup for scheduling technicians. This position will support our regional offices in Valley View, OH & Norton, OH.

COMPENSATION: $ / hour

QUALIFICATIONS:

• • High School Diploma or equivalent
• Customer Service experience required.
• HVAC experience preferred but not required.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Answer incoming calls in a professional manner and provide information to the callers. Take messages and transfer calls to appropriate individuals.
• Enter Service calls into our SamPro Database
• Maintain client information
• Relay information to service coordinator for dispatch and communicate with technicians.
• Operate office equipment:
• Phones, copiers, fax machine
• Greet visitors or callers and handle their inquiries or direct them to the appropriate people according to their needs.
• Maintain scheduling and Outlook calendars.
• Complete forms in accordance with company procedures.
• Monitors and reviews service calls and PM activity (daily, weekly, monthly).
• Activity
• Follow thru
• Proposal recommendations
• Recommended repairs
• Escalations
• Issues Purchase orders.
• Coordinates all EFM tools (electronic facility management)
• SAMPro
• Client web-based systems (tracking, updates, submissions etc.)
• • Maintain equipment and material lists in SamPro Database.
• Organizing technician paperwork
• Prepare weekly reports for production meetings.
• Receive vendor invoices to be processed for payment.
• Receives shipments/deliveries.
• Monitors parts for repairs.
• Maintain TV images and announcements for individual regions.
• Other duties as assigned.

REQUIRED POSITION KNOWLEDGE, SKILLS AND ABILITIES:

• • Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• Administration and Management — Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
• Economics and Accounting — Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.
• Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.
• Written Expression — The ability to communicate information and ideas in writing so others will understand.
• Written Comprehension — The ability to read and understand information and ideas presented in writing.
• Complex Problem Solving — Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
• Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

DESIRED COMPUTER/SOFTWARE KNOWLEDGE:

• • Microsoft Word (Beginner)
• Microsoft Excel (Beginner)
• Microsoft Outlook (Advanced)
• Microsoft Access (Beginner)
• Accounting Software (SamPro, QuickBooks, Peachtree, Great Plains-preferred but not required.
• Customer Relationship Management (CRM) software

PHYSICAL ACTIVITIES AND ENVIRONMENT:

The following physical activities described are representation of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

While performing the functions of this job, the associate is continuously required to talk or hear; frequently required to sit; and occasionally required to stand, walk, use hands to type, handle or feel, reach with hands or arms. The associate will also be required to drive on a frequent basis. The associate must occasionally lift and/or move up to 25 pounds. The noise level in the work environment is usually moderate.

THE AFO ASSOCIATE:

Without exception, every associate at Air Force One will have Integrity, Humility, be Intelligent and Hungry.

• • Integrity means being honest in every interaction and working tirelessly to keep our promises.
• Humility is the opposite of arrogance. It is the badge of self-confidence and empathy for others.
• Intelligence is both emotional and intellectual. Our associates are excellent communicators, critical thinkers, display mental curiosity and a commitment to lifelong learning.
• Hunger is in the heart of champions. It is the will to win, the passion to overcome obstacles and the ability to savor success.

Additionally, Air Force One associates believe in and celebrate AFO's Founding Principles of Personal Ownership, One Team, and Serving Others. Air Force One associates should always demonstrate Professionalism and Quality Performance in their behavior with fellow associates, customers, vendors, and the general public.

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