Administrative Support Assistant

Summary of Position

The Administrative Support Assistant provides detail-oriented administrative and operational support across multiple areas of the business. This role is best suited for someone who follows direction well, works diligently, and completes tasks with accuracy and efficiency. Responsibilities include managing the document control piece of the contract process, supporting key business processes in conjunction with other company staff, and assisting the Management Team with projects and assignments as needed. This position may also need to support the Accounts Receivable department based on business demand.

Responsibilities

Essential Functions

• Provide administrative support by creating and processing customer and service provider contracts. Manage document control of contracts and related documents in compliance with company and regulatory Standards.
• Manage incoming phone calls, efficiently and professionally, from customers, service providers, and other constituencies, directing each to the appropriate source for resolution while ensuring excellent customer service.
• Respond promptly and professionally to all internal and external written communications (i.e. emails) to ensure expedient and quality customer resolution.
• Perform digital site measuring and ensure accurate measurements are included in sales bid forms.
• Process pre and post service inspections so that all information is documented appropriately.
• Collaborate with onsite or remote staff members with company workflow procedures, projects, initiatives, new or existing.
• Create, update and/or maintain documents, files, spreadsheets, databases, client, or internal lists, including the company CRM, ensuring accuracy and completeness of the data.
• Assist with SiteFotos system to ensure proper client and service provider set up and accurate pricing.
• Learn internal company systems and processes; serve as back-up in primary user’s absence.

Non-Essential Functions

• Provide administrative and clerical support to the Management Team.
• Follow all company policies and procedures.
• Perform any other task or assignment as directed by management.
• Scan documents; save in the appropriate computer folder using company naming standards.

Knowledge and Skills

• 3-5 years of office administrative experience is required.
• High School Diploma or equivalent experience.
• Customer-focused; positive demeanor. Develop and maintain effective working relationships with a wide audience (internal and external). Able to work independently or in a group setting.
• Proficiency in Microsoft Office products, specifically strong Excel skills (familiarity with formulas).
• Hands on experience using Acrobat Pro and other Adobe applications.
• Experience using a CRM system is strongly preferred.
• The ability to multitask while giving detailed attention to several projects and deadlines at the same time.
• Adept using the internet; learning and navigating various software applications.
• Strong verbal and written communication skills; good spelling, vocabulary, math, and grammar aptitude.
• Excellent time management and organizational skills, ability to multi-task and prioritize work.
• Highly detail-oriented with a strong ability to follow direction, work diligently, and complete tasks accurately and efficiently.
• Familiarity with QuickBooks or another accounting software program helpful.
• Flexibility in schedule vital, particularly during peak winter season.
• Willingness to provide support, as needed, to the Accounts Receivable department as business needs require.
• Must be readily adaptable to fast-paced, changing/evolving environment.
• Maintain a reliable and dependable attendance record.
• High level of integrity, work ethic, and confidentiality.

Work Environment/Physical Demands

• This is a full-time, in-office position. Remote and hybrid work arrangements are not available for this role. This job operates in a professional office environment utilizing standard office equipment such as computers, phones, and printer/copiers.
• While mainly a sedentary role, the position requires the ability to sit, stand, bend, reach, push, pull, and walk for various lengths of time throughout the day. The office is located on the second floor; the ability to climb two flights of stairs is required, as elevator access is not available.
• The ability to lift 25 pounds if needed.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Administrative: 3 years (Required)
• Microsoft Excel: 2 years (Required)
• CRM software: 1 year (Preferred)
• Adobe Acrobat: 1 year (Preferred)

Work Location: In person