Administrative Assistant - Chicopee, United States - Industrial Steel & Boiler Services, Inc.

Description

Summary:
Incumbent supports the division manager, technicians, and office in a variety of functions as needed.

The individual will need to quickly and accurately manage a large amount of information that is often time sensitive and confidential.

Additionally, the assistant will serve as a support in all other shop and customer site functions as needed.


Core Responsibilities:

• Serve as backup when manager is unavailable or out
• Enter the technician's daily timesheets for payroll and billing in database (as back up only)
• Liaise with Distribution Supervisor to order supplies and equipment for jobs; obtain quotes and place orders as needed
• Prepare daily destination sheet
• Prepare work orders
• Assist with scheduling work and technician assignment
• Type proposals/quotes, send them to the customer, and record in CRM
• Answer phones and route calls to appropriate staff
• Complete miscellaneous work such as general filing, making copies, etc
• Report on activity to supervisor
• Assist with invoicing completed customer jobs
• Perform any other duties as requested by supervisor

Conditions:

• Ability to work in an environment that serves emergency customers 24/7/365; excellent time management is a must
• Work within a shop environment which requires the use of patience, sound judgement, and problem solving
• Mental acuity to engage in and focus on activities over an extended period that may be monotonous or tedious
• Prolonged periods of inactivity while sitting at a desk attending to operational needs

Skill, Knowledge, and Abilities:

• Proven experience as an administrative assistant
• Attention to detail and problem solving skills
• Good math skills
• Strong listening and communication skills
• Strong organizational skills with the ability to multitask
• Fast and accurate typing skills; 40 wpm + is preferred
• Ability to follow directions and work independently
• Knowledge of English grammar and punctuation
• Highly reliable with regard to attendance

Qualifications and Experience:

• High school diploma or equivalent
• Experience working with HubSpot or similar CRM is preferred
• Proficient in MS Office: Word, Excel, Outlook specifically
• Working knowledge of accounting software (INxSQL) is a plus
• Must have a clear, happy, and helpful phone presence
• Excellent verbal and written communications skills
• Prior experience as an assistant is preferred

Pay:
$ $25.00 per hour

Expected hours: 42.5 per week


Benefits:

• 401(k)
• 401(k)

matching

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• No weekends

Experience:

• Customer service: 1 year (preferred)

Ability to Commute:

• Chicopee, MA required)

Ability to Relocate:

• Chicopee, MA 01013: Relocate before starting work (required)

Work Location:
In person