Office Assistant

Job Description

Job Description

Salary : DOE

Perform duties as classified in specific office clerical occupation, requiring knowledge of office systems and procedures.

Handles various administrative tasks, support office operations, and ensure efficient day-to-day functions. Clerical duties include a combination of answering telephones, bookkeeping, customer service, office machine operation, and filing.

Assist staff with clerical needs and provide customer service.

Essential Responsibilities :

• Maintain office equipment by ordering necessary supplies and paying invoices related to office supplies, meter mail machine, etc.
• Answer incoming calls, transfer calls, and take accurate messages.
• Provide assistance to customers in person, via telephone, or through email requests.
• Process credit card payments over the phone from customers.
• Operate officer copiers, fax machines, and other relevant equipment.
• Schedule inspections with fire alarms, fire sprinkler, backflow, hydrant, fire extinguishers, and elevator companies.
• Coordinate schedules with customers, 3rd party companies, subcontractors, and property management companies.
• Coordinate with local fire departments to verify service requirements for compliance.
• Cultivate and maintain working relationships with local fire departments, water purveyors, etc.
• Contract customers via email, mail, or call to collect past due payments.
• Create AR aging list for collection processing using accounting software.
• Maintain, track, and process open and outdated worker orders.
• Utilize company accounting program to create account receivables, customer profiles, and maintain current information.
• Assist staff with written quotes for services and e-mails to customers.
• Responds to emails and communicate with office staff regarding customer inquiries.
• Uses Google calendar to arrange inspections and manage regular events on a monthly, quarterly, and yearly basis.
• Manages and store customer records digitally on the company server.
• Other duties as assigned.

Minimum Qualifications

• High School Diploma
• Proficiency in computer software applications including Microsoft Word, Excel, PowerPoint, and Outlook.
• Proven ability and track record of performing work in a timely manner and meeting deadlines.
• Excellent Customer Service
• Possess good communication skills; both verbal and written.
• Coordinate and work well with others.
• Must pass a post-offer drug screen test, background, and reference check.
30+ days ago