Office Administrator Jobs

Primary Function
Responsible for coordinating all assigned installation and service orders to ensure job is completed. Takes calls from customers and enters the order into computer system and additional systems/ programs as required. Assigns jobs to the appropriate facility and establishes inventory availability to complete the task. Contacts homeowner/ community / customer to determine when the job should be scheduled. Follows up on open orders and ensures all necessary paperwork is received. Invoices orders when complete and coordinates with permit coordinator on inspections. Files all manufacturer warranty claims as they pertain to each service call.
KEY AREAS OF RESPONSIBILITY:

• Listens to customer requests or complaints received by telephone or by email. Ensures the appropriate level of attention is instituted to resolve these issues or to fulfill the customer requests.
• Applies for permits as they pertain to each installation/retail job.
• Cross trains on other roles within the company to be able to assist other departments if necessary.
• Regularly follows up on outstanding service jobs to ensure they are needed and cancels any that are not
• Regularly checks service inventory to ensure accuracy of inventory and invoicing.
• Updates system with the status of the order such as not ready, credit hold, ready to schedule or scheduled. Reviews system daily to determine what follow up is required.
• Enters all the required information regarding the order into computer system (SYSPRO) by following documented process.
• Follows up with customer on status of work and schedules inspections
• All other duties as assigned.
• Ensures inventory required for the install is assigned to the order or is readily available in inventory or on order from the supplier (Communicate with warehouse and purchasing)
• Ability to key verbal, faxed or emailed orders accurately and quickly with a sense of urgency.
• Works closely with service manager and warehouse staff to insure product availability for installation and service.
• Upon job completion, invoices job in computer system in a timely manner.
• Calls homeowner/community/customer to confirm order and validate information for installs or service. Records notes of these conversations in systems so helpful information can be seen by others involved in the process.
• Coordinates via phone and email with customers to schedule the job.
• Develops and maintains positive relationships with internal staff and customers.
• Ensures all the necessary paperwork is completed correctly.

Requirements

• Prior customer service experience.
• Demonstrates a customer service attitude and the ability to be a team player.
• High school diploma or GED is required.
• Ability to learn new systems, procedures, and several products quickly.
• Effective written and verbal communication skills with excellent follow-up and organizational skills.
• Excellent data entry skills both in terms of accuracy and quantity.
• Detailed oriented with the ability to work on multiple tasks
• Prior HVAC Installation knowledge preferred.
• Proficient using MS Office products (Word, Excel, and Outlook).

Benefits

• Short Term & Long Term Disability
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Health Care Plan (Medical, Dental & Vision)
• Paid Time Off (Vacation, Sick & Public Holidays)