Administrative Assistant - Syracuse, NY

Motorola Solutions•Liverpool, NY

3d•$52,000 - $63,000•Onsite

About The Position

At Motorola Solutions, we believe that everything starts with our people. We’re a global close-knit community, united by the relentless pursuit to help keep people safer everywhere. Our critical communications, video security and command center technologies support public safety agencies and enterprises alike, enabling the coordination that’s critical for safer communities, safer schools, safer hospitals and safer businesses. Connect with a career that matters, and help us build a safer future. Department Overview For over 95 years, Motorola Solutions has been a trusted partner to government agencies and enterprises globally. Our leadership, innovation, and extensive experience managing and supporting hundreds of networks in over 100 countries enable us to address the challenges of mission-critical operations. We help ensure continuity, enhance productivity, and reduce risk, all to achieve peak performance. In situations where every second counts and performance reliability is essential, we are prepared to serve now and in the future. It's not just about the technology; it's about reaching peak performance. Job Description 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, 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.
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.
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.
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.