Administrative Assistant Jobs

About The Position

Requirements

• Strong interpersonal skills to effectively communicate with both internal and external clients.
• Ability to simultaneously handle a large and diverse number of projects, tasks and issues with tact, cooperation, and persistence.
• Ability to prioritize work activities based upon financial impact to desired business goals.
• High school diploma or equivalent education.
• Proficient computer skills within the following applications: Advanced Microsoft Word, Excel and Internet business application usage.
• Ability to perform work independently and demonstrate solid organizational and attention to detail skills.
• Ability to type a minimum of 45 w.p.m. accurately.
• Ability to pay close attention to detail for typing, filing and proofing.
• Ability to demonstrate exceptional customer service skills.
• Must be a team player and committed to working in a quality environment.

Nice To Haves

• Associate degree preferred.

Responsibilities

• Tracks and provides direct support for the planned service agreement renewal process.
• Actively participates in accounts receivable activities such as collections and new customer authorizations.
• Provides back up customer call handling, as needed.
• Provides administrative, day-to-day support in the service operational areas.
• Performs general routine office duties for Operations & Maintenance (O&M) contract sites, following standard procedures and specific instructions.
• Maintains Computerized Maintenance Management System (CMMS), which may include opening and closing work orders, maintaining equipment status, managing work order back log, maintaining inventory tracking system, and purchasing system.
• Responsible for the scheduling, tracking, and monitoring of the touch point plans and the contract renewal life cycle process with the account owners.
• Escalates issues to appropriate individuals for timely follow-up as required.
• May require direct interaction with customers for follow-up to secure purchase orders or to meet special invoicing conditions.
• Updates the Service delivery plans as required by team.
• Runs query reports, researches, and reconciles unaligned costs, such as labor hours, material purchases, expenses, and other service-related transactions.
• May prepare and submit service billings in a special invoice format as defined by individual customer account special handling requirements.
• Reconciliation of accounts payable exceptions as necessary.
• Researches, resolves, or escalates accounts receivable disputes as outlined in the escalation process.
• Works with Accounts Receivables contact to assist with resolution of truck-based team A/R issues.
• Determines appropriate actions for timely resolution.
• If needed, will interact with Customer to resolve receivable issues.
• Processes invoice credits and re-bills, as necessary.
• Proactively contacts customers to ensure customer satisfaction and a commitment to pay.
• Updates and retains customer account information related to special billing conditions, tax status, invoice approval contacts, billing addresses and special billing rates up-to date.
• Supports inventory control process including updating equipment asset transactions.
• Assists CSAs in resolution of warranty/SD warranty issues.
• Credit/Pay application.
• Provides additional service administration support, as required.
• Maintains and operates CMMS as directed by Supervisor; creates workorders; creates and maintains equipment history database; manages inventory tracking module, purchasing module, etc.
• Manages on-site routine filing system of training records, sub contract data, maintenance records, etc.
• Provides telephone backup coverage, responding to interdepartmental inquiries that require brief and standard information.
• Follows established procedures for call routing and message taking.
• Operates office equipment including typewriter, computer, facsimile and copy machine.
• Proofs work for errors and makes corrections as needed.
• Provides administrative support including typing letters, memos, drafting monthly reports and presentations, and providing support for Human Resources.
• Sorts priorities and redirects incoming mail.
• Coordinates requests for repairs and/or service to office equipment.
• Maintains supplies and requests for pagers.
• Produces monthly utility tracking reports using software spreadsheet database.
• Performs other duties necessary to provide general administrative support to the O&M team.

Benefits

• competitive benefits package