Office Administrator

Heatable is changing the Heating Oil industry. We’ve developed a sleek, user-friendly smartphone app and website, allowing customers to place an order anywhere, anytime with just a few clicks (or taps). To shake things up even further, we’ve integrated cutting-edge technology into our delivery system, making deliveries faster, and more efficient than ever. Combined with our unparalleled commitment to customer satisfaction, it’s a no-brainer as to why customers are making the switch to Heatable.

Every time we interact with our customers, Heatable is committed to providing a “one-of-a-kind, got to tell my neighbors” Customer experience. To quote one of the many customer reviews,

“Excellent customer service like you just don’t get in the world today.”

Position Summary:

Embracing living by this commitment to one-of-a-kind customer service is a key aspect of any role with Heatable. Key Office Administrator responsibilities include inventory management, accounts payable, daily report entry, monthly reporting for product inventory and fuel tax, managing customer accounts, answering customer service calls and emails, and coordinating with others to ensure the timely, safe, and efficient delivery of Heating oil. Adhering to Heatable’s brand in its entirety to ensure consistency and reliability of our company. Adhering to company guidelines for consistency and reliability in the workplace.

Essential Functions:

Other Tasks:

Experience:

Two years of experience in office administration and/or data entry and customer service including computer work. Previous experience with Microsoft Excel and other Office Suite programs. Familiarity with iOS and Android operating systems.

Other Attributes Required:

Education:

A high school diploma or equivalent is required.

Communication:

This role will require someone who is confident with communicating effectively and efficiently by phone and email. The Office Administrator also works frequently with other employees and interacts with other departments daily. Strong comprehension for proper English grammar, as well as letter and email formatting is expected.

Decisions Made:

Decisions made are relative to the input, tracking, and analysis of operational data and accounts payable. Customer service decisions are also made to ensure the highest levels of satisfaction are met. This includes, but is not limited to, reschedules to accommodate tank runouts, assisting with creating accounts or inputting information, and problem-solving solutions when the capacity for a delivery is not possible. If the dissatisfaction persists, the customer should be referred to the office manager for resolution.

Safety Considerations:

Personal safety considerations relate to proper ergonomics while working in an office. Customer confidentiality to ensure the safety of our customer’s virtual and physical data. Other safety considerations relate to the dispatching of Heating Oil to avoid partial deliveries and minimize risk associated with delivery during all kinds of weather and varied delivery situations.

Equipment/Software Used:

Windows-based Workstations, Windows Surface Tablets, ADDs E3 software, Microsoft Office, Microsoft Outlook, Kentico CMS, and additional business software tools.

Work Environment:

The work environment is a fast-paced office setting. Typically, the heating season is more fast-paced than the rest of the year.

Physical Requirements:

Weight or Force Moved:

There is seldom a need to lift an object weighing in excess of 25 lbs.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.