Administrative Assistant

 

Department:                Plumbing - Service

Location:                       348 New County Road, Secaucus, NJ

Reports to:                   Plumbing Service Manager, DVP of Plumbing

FLSA Status:                Non-Exempt

Prepared By:               Human Resources

Date:                             December 10, 2024

 

 

SUMMARY

 In an effort to maintain customer satisfaction and efficiency, the Administrative Assistant will be responsible for assisting the Plumbing Service Manager and DVP of the Plumbing Department.  The ideal individual must perform routine administrative functions including incoming service calls, dispatching of service technicians and proper data entry in the service dispatch system.  Working closing with Plumbing Service Techs and Service Manager, the Admin will ensure the processing of specific documents for the billing and payroll departments. .

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

 Include the following. Other duties may be assigned.

• Receive incoming plumbing service calls and enter required information into the Service Dispatch program.
• Assist the Service Manager to dispatch Service Techs to customers, track and maintain service call records and schedule service techs for the following workday.
• Prepare and invoice inspection contracts along with the required check lists and forms.
• Prepare proposals, correspondence, purchase orders and support the department with the required administrative work.
• Together with the Service Techs and Plumbing Service Manager, process the service work orders tickets and related paperwork for the billing department
• Collectively with the Plumbing Service Manager, review the accuracy of the field technicians weekly time for payroll.
• Review all purchase orders for freight charges and contact the vendor if freight charges are unidentifiable.
• Process the pending proposal report bi-monthly and review with Plumbing Service Manager
• Maintain an organized filing system.
• Serve as liaison between field office and main office; project team and field personnel as needed.
• Maintain confidentiality of company information.
• Escalate critical and/or sensitive issues to the Service Manager with a recommendation for resolution.
• Perform additional assignments as required by the company or as directed by management.

 

 QUALIFICATIONS

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

PREFERRED EDUCATION and/or EXPERIENCE

•  3 - 5 years working in an administrative job, supporting management
• High school diploma or GED required.
• Bachelor’s Degree or currently pursuing preferred.
• Working knowledge of the construction industry, operations management, and safety practices a plus.

 

PREFERRED SKILLS and ABILITIES

•  Excellent organization, communication, customer service and interpersonal skills
• Scheduling and time management skills
• Strategic, analytical, and multi-tasking skills

 

COMPUTER SKILLS

•  Must demonstrate proficiency in Microsoft Office applications, (i.e. Outlook, Word, and Excel).
• Working knowledge of project and financial software a plus.

 

REQUIRED ATTRIBUTES

 The requirements listed below are representative of characteristics and demonstrated capabilities sought to perform this job successfully.

• Must demonstrate integrity, honesty, professionalism, and appropriate concern regarding dissemination of sensitive and confidential information.
• Must have the ability to make sound decisions and produce accurate and timely results in mind.
• Must prioritize and organize work in a fast-paced multi-task environment.
• Must monitor and analyze data and solve problems on a tactical and strategic level.
• Must build positive working relationships with multiple levels of employees, management, suppliers, and customers.
• Must demonstrate commitment to company values.