Administrative Assistant

ASA Fire Protection•Cartersville, GA

35d•Onsite

About The Position

We are looking for a candidate capable of multi-tasking with excellent communication skills. Candidates should be able to assist management and all customers by handling office tasks, providing polite and professional assistance via phone, mail and email. Candidates must be comfortable with computers, general office tasks and excel at both verbal and written communication. Duties include but are not limited to: Handling office tasks, such as filing, generating reports and presentations, setting up meetings and reordering material. Using computers to generate reports, transcribe note and paperwork from technicians. Maintain polite and professional communication via phone, email and mail. Anticipate the needs of customers and management to ensure their seamless and positive experience Providing real-time scheduling support while booking appointments and preventing conflicts, handle reschedule, missed jobs and all scheduling requests Screening phone calls and routing callers to the appropriate party Follow up on previous days jobs to confirm completion & reports completed. Complete jobs once all required information is on job to send to billing Schedule and confirm jobs staring the month before on the drop date Set up new customers accounts for customers, create jobs & reoccurring services Update customer data to keep Service Trade up to date (new contacts, billing contacts, new system services, reoccurring services) Confirm and report instance of jobs not completed, or missing paperwork to Division Manager Manage quote approval and job creation from quotes. Communicate to Division Manager.

Requirements

2 years prior administrative experience
Excellent computer skills, especially related to typing and basic office software
Attention to detail
Desire to be proactive and create a positive experience for others

Nice To Haves

Multilingual is not required but is a bonus
Bonus if familiar with Service Trade platform

Responsibilities

Handling office tasks, such as filing, generating reports and presentations, setting up meetings and reordering material.
Using computers to generate reports, transcribe note and paperwork from technicians.
Maintain polite and professional communication via phone, email and mail.
Anticipate the needs of customers and management to ensure their seamless and positive experience
Providing real-time scheduling support while booking appointments and preventing conflicts, handle reschedule, missed jobs and all scheduling requests
Screening phone calls and routing callers to the appropriate party
Follow up on previous days jobs to confirm completion & reports completed. Complete jobs once all required information is on job to send to billing
Schedule and confirm jobs staring the month before on the drop date
Set up new customers accounts for customers, create jobs & reoccurring services
Update customer data to keep Service Trade up to date (new contacts, billing contacts, new system services, reoccurring services)
Confirm and report instance of jobs not completed, or missing paperwork to Division Manager
Manage quote approval and job creation from quotes. Communicate to Division Manager.