Administrative Assistant

Energy Management and Control Services, Inc.•Cranston, RI

21d

About The Position

The Service Administrative Assistant supports the day-to-day operation of the Service Department and reports to the Service Manager. The role provides general office support and coordinates service activities, including technician schedules, customer communications, materials, work orders, contracts, invoices, and accounts receivable. The position also assists the Office Manager, supports cross-training and administrative coverage, and participates in improving work processes. The role is based in an office and may include jobsite visits. The employee must follow applicable safety standards and company policies, maintain accuracy and professionalism, communicate promptly, and be dependable with schedules and deadlines.

Requirements

At least 5 years of experience working in an office environment.
Strong computer literacy and proficiency with Microsoft Excel, Word, and Access.
Ability to work in a fast-paced environment and manage multiple tasks at once.
Ability to communicate orally and in writing with staff at all levels and with customers.
Strong leadership ability.
Ability to safely access all areas of a property and effectively use required personal protective equipment.

Nice To Haves

Experience with HVAC, electrical, service, construction, or a technical company.

Responsibilities

Order office supplies and other items needed for office operations, and run errands for supplies or postage as requested.
Assist with ordering materials for employees, technicians, and customers.
Greet visitors and delivery personnel, assist them as needed, and maintain clean and neat common areas.
Answer the primary office phone, assist callers, and direct them to the appropriate staff member.
Arrange food, beverages, supplies, and furniture for office meetings or training classes; coordinate with caterers and food delivery workers.
Keep lunchroom and general office supplies stocked; perform filing and organizational tasks.
Build customer and service-technician relationships through phone and email communication.
Manage and schedule 3–4 service technicians, arrange site visits, coordinate site and contact information with customers, confirm billing and service-contract details, and ensure required contract visits are scheduled.
Order materials for service visits and coordinate their delivery to technicians or job sites.
Create service-visit work orders in Excel and review completed work orders for accurate billing details, hours, mileage, and work descriptions.
Review the engineering schedule in SharePoint and update the Outlook schedule daily for approximately 12 service and construction technicians; verify job numbers, addresses, and next-day schedules.
Set up service contracts, customer purchase orders, and small service projects in Sage 100, including billing information, contract or purchase-order details, amounts, and estimated budgets.
Generate service invoices in Sage 100 and submit them to customers by email or customer-specific websites.
Monitor service accounts receivable aging and work with the Service Manager and customers on past-due payments.
Assist the Office Manager with projects that support smooth office operations.
Participate in work-process improvement related to the position.
Provide backup for other administrative positions and participate in cross-training.
Follow federal, state, OSHA, customer, and company safety standards and requirements.
Check work carefully to provide accurate, high-quality results; treat others respectfully and follow company policies and procedures.
Act as part of the EMC Services team, communicate issues and status clearly, and respond promptly and professionally to internal and external customer-service matters.
Meet schedules and deadlines reliably and take initiative to continue personal education.