Administrative Assistant

Job Overview We are seeking a highly organized and detail-oriented Administrative Assistant to join our dynamic team. The ideal candidate will be responsible for providing administrative support to ensure efficient operation of the office. This role requires excellent communication skills, a strong understanding of office management, and the ability to handle various clerical tasks with professionalism and accuracy.

Duties

ESSENTIAL DUTIES (Training provided by Shafnisky Electric Inc.):*

1. Maintain efficient flow of information to support other departments within the organization and in handling the day-to-day administrative duties.

2. Operate a variety of small office equipment – personal computer, printer, scanner, etc.

3. Demonstrate proficiency & efficiency in Microsoft Word, Excel, Outlook

a. Creating, opening, editing, formatting, saving and printing documents

b. Creating, managing, formatting and printing data in a spreadsheet

c. Scheduling and managing appointments on a calendar

d. Writing email correspondence in a professional manner

4. Screen incoming calls for management and handle initial customer service

5. Maintain and order office supplies

6. Manage other tasks for President as needed

EDUCATION/EXPERIENCE: Minimum of a high school diploma or equivalent; an associate’s degree is preferred. Ideally, two or more years’ experience working in an office environment performing administrative tasks and providing support to coworkers.

OTHER QUALIFICATIONS:

1. Communicate effectively both verbally and in written form.

2. Possess a friendly demeanor and strong interpersonal skills to create positive relationships with coworkers, clients and vendors and to promote and protect our positive company culture.

3. Demonstrate composure and resilience in all situations.

4. Works independently, able to multi-task and be able to work collaboratively and maintain a team like atmosphere.

5. Adaptable to company procedures and has the ability to accept constructive criticism.

SPECIFIC TASKS: The following list of tasks is not necessarily exhaustive. As our company continues to expand, the duties and responsibilities of the Administrative Assistant will evolve accordingly. This growth may create opportunities for us to hire an Office Manager or for the Administrative Assistant to advance to that role.

1. This person is the first to answer incoming calls and direct them appropriately.

2. Provide the first level of customer service to customer calls, emails and/or social media messages

3. Review daily mail and distribute accordingly

4. Review and check all office deliveries and distribute accordingly

5. Print monthly vehicle maintenance checklists and give them to management by the 15th of every month.

6. Schedule estimates for salespeople

7. Create lead sheets

8. Ensure that all information is properly completed on the lead sheet before typing a proposal

9. Typing and sending proposals

10. Follow up on proposals sent (on the day they’re sent, as well as one and three weeks after sending) and maintain accurate, detailed records of all interactions in the CRM

11. QuickBooks data entry – bills, credit card slips, vendor receipts, etc.

12. Scanning and saving of all documents in correct OneDrive folders

13. A/R and collection calls with weekly reports for the President

14. Oversee CRM database

15. Schedule and send all customer reminders via email/text/etc. through CRM

16. Closing ratio reports for sales staff in CRM – monthly (provide to sales manager and Tom)

17. Customer acquisition reports from CRM (source of lead) – monthly

18. Maintaining office supply inventory

19. Work with salesperson to apply for and obtain permits

20. Obtain job numbers from power companies

21. Handling and processing credit card payments over the phone

22. Attend production meetings, record notes and save to appropriate document immediately following the meeting

23. Service call scheduling, dispatch and invoicing – during the day, after hours and weekends. Employees will be paid $200/month (prorated if not on call for the entire month) for taking after-hour and/or weekend service calls

24. Create written SOPs for all job duties to be reviewed/updated by employee every 6 months and then share with the president.

25. While performing the duties of this job, the employee may be regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, printer, telephone, and keyboard. You may also be required to lift items (such as a case of water or paper) up to about 40 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Experience

If you are a proactive individual who thrives in a fast-paced environment and possesses the necessary skills, we encourage you to apply for this exciting opportunity as an Administrative Assistant.

Job Type: Full-time

Pay: From $18.00 per hour

Expected hours: 40 per week

Benefits:

Schedule:

Work Location: In person