Branch Administrative Assistant (all companies)

Position Summary:

To be an extension of the Corporate Office and perform a wide range of administrative and office support duties for the department, managers/supervisors and executive staff in order to facilitate the efficient operation of the company/organization while maintaining the professional behavior of the company’s Essence Core Values.

Essential Functions (including but not limited to):

1. Prepare, process, track, file and scan all sales paperwork/job files from start to finish to include but not limited to: New Job Folders, Lead/Sales/Appt Results, Install/Detail/Service Packets, Finance/Contract Paperwork

2. Permit processing of application, municipality updates, check requests

3. Reviews, updates, audits Daily Activity Report

4. Completes Administrators Daily Checklist

5. Scheduling of customer installs through completion as well as large (4+ hour) services.

6. Performs Install Update and Confirmation Calls

7. Process Cancellations/Change Orders

8. Process Log Books and perform Sales Verifications

9. Cash Management of all customer deposits via credit card transactions, check scanning (PNC), cash deposits

10. Maintains FTP site (job file photos)

11. Responsible for the update/maintenance of various reports on a daily/weekly basis to include but not limited to: No Info From Rep, Originals, Open Sales Changes, Finance Aging, Permits, All Location

12. Apply required Commission Adjustments, Discounts, Update Finance Paid Cash Sales Terms

13. Fed Ex Shipments (internal/external)

14. Reviews Production Schedule

15. Assist Branch Managers as needed. Assist Sales Reps with paperwork training as necessary.

16. Order and maintain office supplies such as stationary, break room, basic office and equipment needs

17. Responsible for office Petty Cash Management

18. Sales Kit Maintenance – Inventory Control, Log, Checklists

19. Regular attendance is necessary function of the position

20. Performs other job related duties as assigned to meet the needs of the business/company

Core Competencies/Values:

Must be able to demonstrate and uphold the Company Essence Core Values essential for individual and organizational success:

• Innovation

• Employees First

• Service Excellence

• Integrity

• Commitment

• Personal Responsibility

• Collaboration

Secondary Functions:

• Proficient in reading and writing using the English language

• Demonstrate competency with computers and other electronic office/business equipment

• Must have working knowledge of Microsoft Office products, Outlook

• Must have excellent data entry, organizational, customer service, written and verbal communication skills

• Ensures all office equipment within the department is operating properly, including replacing toner/cartridges or filling with paper, performs basic office functions as necessary

• Follow all company policies and procedures as well as adhere to the company handbook and confidentiality agreement

• Complies with all safety policies and procedures

 Skills/Physical Abilities/Demands:

• Must have the ability to multi-task, be detail oriented and perform duties in a timely manner

• Must be trainable, self-motivated, flexible and have the ability to work with minimal supervision

• Must have the ability to sit for extended periods of time while viewing a computer screen

Educational and Other Requirements:

High School Diploma or General Education Degree (GE