Office Administrator

Description

Administrative Assistant

Position Identification :

Non-Exempt

Reports to : Leslie Buckner

Position Summary : Administrative support for accounting, sales and project management working with a wide range of construction industry documents.

Assist with all project management needs related to customer service, supporting sales and general administration.

Job Functions :

• Answer Telephone
• Receive requests for service repairs by phone or electronically.
• Issue service ticket through ERP, dispatch information to service tech tablets.
• Contact customer regarding schedule updates and customer satisfaction at completion.
• Price and invoice service projects through customer billing portals when required.
• Prepare AIA billings and waiver as required.
• Monitor payments and follow up calls on outstanding invoices.
• Open and maintain customer records.
• Resolves service problems by clarifying the customer's needs and follow up to ensure resolution.
• Track training and badging for projects, ensure that crews are current per customer’s requirements.
• Track tablet and cell phones.
• Order Certificate of insurance per customer specifications
• Prepare bid documents.
• Track and update logs for estimates, change orders, submittals, equipment releases, requests for information and operation and maintenance manuals.
• Send close out documents following up with customer to ensure all documents are received.
• Maintain project documents and electronic files.
• Building, Street or City / town permits
• Assist service manager in generating proposals, track estimates, etc.
• Accept daily assigned tasks and follow through until completion.

Knowledge, Skills & Experience (Essential) :

5 years’ experience working in construction industry administration.

5+ years of experience with Microsoft Office, specifically Excel, Word, and Outlook. A college degree may be substituted for experience.

Knowledge, Skills & Experience (Desirable) :

• Superb customer service and communication skills
• Quality focus
• Knowledge of construction industry documents
• Experience working with ERP.
• Must be highly organized, pay close attention to details and proactively follow-up.
• Ability to manage workload in a fast paced and high intensity work environment.
• Able to work under minimal supervision.
• Good with numbers and mathematical operations
• Ability to multitask on a day-to-day basis.
• Ability to change focus of work seamlessly without loss of efficiency and adapting to unexpected requests.

Occupational Health and Safety :

• Compliance with workplace policies and procedures for risk identification, risk assessment and risk control
• Active participation in activities associated with the management of workplace health and safety
• Identification and reporting of health and safety risks, accidents, incidents, injuries and property damage at the workplace

Working Conditions :

Physical surroundings : Office environment with typical office machines and exposure to noise and temperature.

Physical Effort : Extensive sitting, standing, walking. Repetitive keying, typing. Occasional lifting not to exceed 25 pounds

Travel :

Hours : Subject to overtime

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this position.

They are not intended to be an exhaustive list of all associated responsibilities, skills, efforts or working conditions.

Tecta America reserves the right to change, amend, add, delete and otherwise assign any and all duties, responsibilities and position titles as it deems necessary to meet the needs of the business.

Tecta America is an Equal Opportunity Employer.

Receptionist / Office Assistant4 / 2020