Administrative Coordinator

Administrative Coordinator

Part time : 20 or more hours per week. We are looking for someone with a positive attitude, that can work independently. This position will handle organizational and administrative tasks including collecting payments, customer service follows up, answering phones, using a multiple types of software and interfacing with customers and suppliers. Strong organizational, writing and problem-solving skills. The Administrative Coordinator position wears many hats and is the liaison between the business owners, management team, corporate office, and team members with oversight of the plant and company vehicles.

Essential Job Duties & Responsibilities :

Answers telephone calls and resolves routine and complex inquiries (may be on call for customers at times)

Maintains files by organizing and filing documents and locating specific & electronic files

Responsible for gathering and collecting all jobs information.

Enters new jobs into ServiceMaster Restoration 365, captures relevant customer and job information.

Tracks jobs progress daily and reports to manager as needed.

Responsible for scheduling and confirming inspections with clients

Assists with collecting needed timesheets and other documents needed for payroll.

Maintains office policies and procedures

Purchasing and tracking of all job materials and supplies

Inventory control of company supplies to also include; office supplies, water, coffee, etc. and research new deals and suppliers

Follow up with customers on work performed

Call all customers to collect payments

Assists other departments and project managers within the company

Understands ServiceMaster operating systems and the services we offer

Oversight of the plant and company vehicles; cleanliness, safety, storage, equipment, keys and report any issues.

Manage tools and equipment repairs

Responsible for company credit card and cashbox reconciliation

Requirements & Qualifications :

High school diploma / GED required

Self-starter and ability to multi-task

Extremely organized

Previous administrative assistant experience required

Experience and skill with Microsoft Office application (Word, Outlook, PowerPoint, and Excel) required

Strong time management skills

Verbal and written communication skills (Meet Deadlines)

Dependable and adaptable to operate in a one-person office setting

Experience with Restoration 365, not required, but desired.

Ability to manage highly confidential information

Physical Demands and Working Conditions :

The physical demands are representative of those that must be met by an employee to perform the essential functions of this job.

May need to move up to 25 pounds often, by lifting, carrying, pushing, pulling, or otherwise repositioning objects.

Stand and walk for extended periods of time. Lifting, squatting, crawling and crouching is required.

Express or exchange ideas with others quickly, receive and act on detailed information given.

For safety reasons, respirators, which are used in certain situations, must be able to seal to your face.

Use visual acuity to perform detail-oriented activities.

Be exposed to various inside and outside working conditions : The change of environment such as with or without air conditioning and heating from time to time.

Compensation : $17.00 - $19.00 per hour