Administrative Assistant

Energy Management and Control Services•Cranston, RI

1d•Onsite

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 handles general office support and coordinates service activities, including scheduling technicians and site visits, preparing and reviewing work orders, maintaining schedules, setting up service contracts and projects, invoicing, and monitoring accounts receivable. The assistant also supports office projects, cross-training, and administrative backup, while maintaining professional service to internal and external customers and following applicable safety and company requirements. The position works in an office and may involve jobsite visits. The employee must be able to safely access all areas of property and effectively use required personal protective equipment. The employer offers a competitive salary and benefits package; specific benefits are not listed.

Requirements

At least 5 years of experience working in an office environment.
Strong computer literacy and proficiency with Microsoft programs, including Excel, Word, and Access.
Ability to work in a fast-paced environment and manage multiple tasks simultaneously.
Strong oral and written communication skills with all levels of staff and customers.
Strong leadership ability.
Ability to safely access all areas of 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 smooth 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 professionally and assist them as needed.
Maintain clean and neat common areas and keep lunchroom and general office supplies stocked.
Answer the phone, assist callers, and direct them to appropriate staff.
Plan and support office meetings and training classes, including coordinating food, beverages, supplies, furniture, caterers, and food deliveries.
Perform general filing and organizational tasks as directed.
Build rapport with customers and service technicians by phone and email.
Manage and schedule 3–4 service technicians; arrange service site visits, coordinate onsite location and contact information, confirm billing information and service contract details, and ensure technicians have full schedules and required contract visits are completed.
Order materials for service visits and coordinate delivery to technicians or job sites.
Create Excel work orders for service site visits and review completed work orders for accuracy of billing details, hours, mileage, and work descriptions.
Review the engineering schedule in SharePoint and update the Outlook schedule daily for service and construction technicians (approximately 12 technicians), checking job numbers, site addresses, and next-day technician schedules.
Set up service contracts, customer purchase orders, and small service projects in Sage 100, including billing information, purchase order or contract numbers and amounts, and estimated work budgets.
Generate and submit service invoices using Sage 100, sending them to customers by email and customer-specific websites.
Monitor service accounts receivable aging and work with the Service Manager and customers regarding past-due payments.
Assist the Office Manager with office projects and participate in work-process improvement.
Backfill and support other administrative positions, and participate in planning and cross-training to provide backup across positions and tasks.
Follow Federal, State, OSHA, customer, and company safety standards and requirements.
Check and re-check work to provide accurate, error-free output; treat others respectfully and follow company policies and procedures.
Communicate promptly and clearly with supervisors and team members about issues, progress, and project status; respond professionally and accurately to internal and external customer service matters.
Meet schedules and deadlines reliably and take initiative to continue personal education.