Administrative Assistant - Schofield, United States - K-tech Kleening Systems, Inc.

K-tech Kleening Systems, Inc. Schofield, United States

3 weeks ago

Description

Job Description

Job Description
Position Summary / Purpose
Provide support to management in the form of orchestration of administrative functions.

Help retain customers by exceeding their expectations through follow-up contact with them and through the accurate transcription of customer information.

Principle Duties and Responsibilities
Answer phones and handle incoming calls.

Type and process estimates, proposals, and business correspondence.

Create invoices and perform customer billings.

Schedule work/ Estimators

HR, Recruitment/ Hiring/ Recording Keeping

Track customer and sales data.

Perform job costing.

Assist with basic bookkeeping activities (enter invoices, send statements, enter payables, payroll entries)

Complete inner-office documentation

Additional Duties and Responsibilities
Assist in assembling marketing and presentation materials.

Update project notes in CRM system.

File records.

Conduct follow-up calls.

Serve as the Customer Experience Advocate and conduct Customer Review

Decision Rights and Authority
Prepare invoice documents and accounts payable entry based on documentation provided.

Working Relationships and Scope
Maintain timely communication and flow of information with technicians, service providers, estimators and project managers.

Performance Competencies
Oral Communication Speaks clearly and persuasively in positive or negative situations.

Able to effectively calm excited customers, use questioning to accurately identify the type and extent of problem and describe the steps that will be taken.

Adaptable and able to think on his/her feet.

Written Communication Writes clear, precise, well-organized letters, proposals and emails. The individual edits work for spelling and grammar and is able to read and interpret written information. Uses appropriate vocabulary and grammar.

Planning & Organizing Plans, organizes, and schedules their time in an efficient and productive manner. Focuses on key priorities. Effectively manages multiple tasks simultaneously. Pays attention to details.

Process Orientation Approaches tasks with an understanding of the overall set of steps involved in completing the work. Awareness of what is required for them to complete their job and what others require. Has a continuous improvement mindset is always thinking about ways to improve and streamline business processes.

Technology Regularly uses standard word processing, spreadsheet and presentation software tools to enhance efficiency and accuracy of work performed.

Proficient at using company approved software applications for bookkeeping, customer information and job notes.

Qualifications - Knowledge, Skills and Abilities
Education and Experience

High school (or GED) diploma plus a minimum of three (3) to five (5) years of office or bookkeeping experience.

Bookkeeping and Accounting

Basic understanding of bookkeeping and cash flow. Experience using bookkeeping software such as Quick Books, Peachtree, Great Plains, etc. to perform invoicing and job costing.

Mathematical skills

Adequate math skills.

Ability to compute ratios and percentages and to interpret financial reports and analyze performance against business plans and industry benchmarks.

Computer skills

Demonstrates intermediate proficiency in the use of computers and computer software, especially MS Word and Excel.

Ability to learn and use enterprise software applications for tracking customer information, posting job notes, scheduling work and calculating job profitability.

Social Media experience /knowledge (A plus)

Certificates, Licenses and Registrations

None required for this position.

Physical Demands

The physical demands described below are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle or feel, reach with hands and arms, and talk or hear.

The employee is frequently required to stand and walk.

The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Working Conditions
The work of this position is predominantly carried out in an office environment. Daily exposure to the shop where vehicles and equipment are housed and maintained is expected.

Noise level in the work environment is usually quiet

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