Administrative Assistant - Syracuse, NY
About The Position
Administrative and Clerical Support: Provide administrative and clerical support to department managers and staff, relieving them of administrative burdens. Coordinate messages, appointments, and information, and manage billing, processing, file maintenance, office supplies, and mail. Research, compile, and proofread word processing assignments. Utilize Microsoft Access on a daily basis Operate automated office equipment. Perform general administrative duties and provide support to department managers. Effectively handle and direct incoming calls to ensure efficient communication. Inventory and Equipment Management: Maintain meticulous inventory records of parts, office supplies, and shop supplies to ensure availability. Facilitate timely equipment repairs, prioritizing customer requests and ensuring satisfaction. Expertly handle the shipping and receiving of parts, with exceptional attention to detail. Undertake all aspects of testing equipment, including shipping, receiving, and documentation. Service and Scheduling: Skillfully schedule and dispatch a team of 10+ service technicians, optimizing productivity and meeting service demands. Provide prompt responses to service requests, verify problem resolutions, schedule appointments, and meticulously track service orders. Financial and Billing: Prepare accurate quotes upon customer requests. Take the lead in initiating installation agreements, overseeing the process from request to completion. Ensure precise and timely billing for services rendered, diligently tracking invoices and following up with customers until payment is received. Handle warranty claims efficiently, adhering to established procedures. Maintain an updated management spreadsheet for Time & Material, Install Agreements, and Contracts. Conduct thorough verification of supplier statements for shop invoices, ensuring correct booking on Purchase Orders and accurate pay dates. Collaborate with the Financial Analyst to ensure the accuracy of Tigerpaw, our financial management software. Location: The Administrative Assistant must live a commutable distance to the Syracuse, NY office to support the Motorola Service Center.
Requirements
- Highly organized and detail-oriented, capable of managing multiple tasks efficiently
- Excellent communication skills (written and verbal) for professional interactions with internal and external stakeholders
- Proven ability to collaborate and build professional relationships with key partners and vendors
- Demonstrated problem-solving skills to address daily operational challenges
- Proficient in Microsoft Office Suite (specifically Microsoft Access) and Google Workspace, with an aptitude for learning new organizational tools and applications
- High School Diploma and 1+ years of experience
- Legal authorization to work in the U.S. indefinitely is required
- The Administrative Assistant must live a commutable distance to the Syracuse, NY office to support the Motorola Service Center.
Responsibilities
- Provide administrative and clerical support to department managers and staff
- Coordinate messages, appointments, and information
- Manage billing, processing, file maintenance, office supplies, and mail
- Research, compile, and proofread word processing assignments
- Utilize Microsoft Access on a daily basis
- Operate automated office equipment
- Effectively handle and direct incoming calls
- Maintain meticulous inventory records of parts, office supplies, and shop supplies
- Facilitate timely equipment repairs
- Handle the shipping and receiving of parts
- Undertake all aspects of testing equipment, including shipping, receiving, and documentation
- Skillfully schedule and dispatch a team of 10+ service technicians
- Provide prompt responses to service requests
- Verify problem resolutions
- Schedule appointments
- Meticulously track service orders
- Prepare accurate quotes upon customer requests
- Initiate installation agreements
- Ensure precise and timely billing for services rendered
- Diligently track invoices and following up with customers until payment is received
- Handle warranty claims efficiently
- Maintain an updated management spreadsheet for Time & Material, Install Agreements, and Contracts
- Conduct thorough verification of supplier statements for shop invoices
- Collaborate with the Financial Analyst to ensure the accuracy of Tigerpaw
Benefits
- Incentive Bonus Plans
- Medical, Dental, Vision benefits
- 401K with Company Match
- 10 Paid Holidays
- Generous Paid Time Off Packages
- Employee Stock Purchase Plan
- Paid Parental & Family Leave
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
5,001-10,000 employees
