Office Assistant

The office assistant is responsible for various clerical and administrative functions within the service operations administrative office to support service managers, technicians, and customers service coordinators with coordinating work orders and projects. The office assistant triages service calls from clients and technicians to customer service coordinators and service managers, accordingly. This position is responsible for the clerical duties within the office, including but not limited to, filing work orders, project folders, and new contracts; as well as data management of work orders. The office assistant will serve as a backup to the customer service coordinators and will provide relief support to the front desk receptionist. The office assistant is responsible for both clerical and customer service functions, and therefore plays an important role in customer satisfaction as a member of the Brewer-Garrett operations team.

DUTIES/RESPONSIBILITIES:• Answer technician phone calls to provide job assignments; issue work orders and job locations to assigned technicians • Record service calls from clients into the maintenance management system (COINS CMMS) and promptly relay the information to the appropriate customer service coordinator• Maintain up-to-date and accurate records of work orders and applicable status updates• File work orders and invoices weekly, both electronically and paper files• Record all service manager project sales and contract renewals into Salesforce and the CMMS. • Receive, record, track, and close specific IFS and contract work orders.• Assist service managers and service sales representatives with organizing and preparing proposals.• Advise service managers of any customer concerns upon receipt of the information; customer concerns should be shared with the Administrative Manager immediately as well.• Communicate leads from conversations with technicians, or from reviewing service work orders, to the administrative manager and appropriate sales manager• Monitor customer accounts to maintain awareness of customers who are delinquent in payments or who are approaching late payment status• Serve as back-up to customer service coordinators during absences and as needed: Coordinate technician schedules for preventive maintenance service and new work orders; communicate schedules with technicians; and confirm work is completed based on client expectations and internal procedures.• Serve as back-up to the parts coordinator during absences and as needed: Process requisitions for parts, materials, tools, and equipment. Provide updates for parts arrival as requested. • Provide front desk coverage, in rotation with other employees, for breaks and absences.• Perform other duties within the scope of this role.

SUPERVISORY RESPONSIBILITIES: None

QUALIFICATIONS: • High school diploma or equivalent required• Minimum 5 years in a customer service, receptionist, and/or administrative roles• Driver’s license and reliable transportation in order to meet attendance requirements

KNOWLEDGE, SKILLS & ABILITIES • Understanding of basic administrative functions, including the use of computers, phones, and printers, filing, data entry, and scheduling.• Excellent communication skills (oral and written); must be able to effectively relay information and demonstrate ability to follow oral and written instructions; must be able to prepare professional written communications (emails, documents, etc.)• Must demonstrate professionalism and tact in all interactions• Strong interpersonal skills; ability to foster and maintain positive and productive working relationships individuals internal and external to the company; must be able to build a report with clients and vendors and portray the company as a professional and dependable • Highly collaborative and focused on sharing details routinely and consistently with team members• Good organization skills with the ability to effectively manage and prioritize responsibilities with limited oversight• Demonstration of time-management skills and ability to complete work within the expected timeline; must demonstrate timely follow-up and follow-through on assigned tasks• Good computer skills; must be a proficient user of Microsoft office programs, specifically Excel and Word; must be familiar with Adobe PDF; must be able to learn new programs quickly (COINS ERP+, client systems, etc.)• Good analytical skills; ability to analyze data and relay information to others; ability to evaluate problems and identify resolutions within the scope of the role• Good mathematic skills to review and monitor customer accounts and payments• Ability to maintain satisfactory attendance

WORKING CONDITIONSThis position operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, filing cabinets, and printers. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• While performing the duties of this job, the employee will sit; stand; walk; type on a keyboard and use a computer mouse; reach or reach above shoulder; bend or stoop; climb stairs; talk; and hear. The employee must occasionally lift or move office products and supplies up to 20 pounds.• Must be able to work under pressure during periods of high demand, typically coinciding with extreme hot or cold temperatures

BENEFITS• Medical, Dental, and Vision• 401(k) with Employer Match• Employer-paid disability benefits• Life and Critical Care Insurance• HSA & FSA• Employee Assistance Program• Paid-time off• Open-door policy• On-site gym• Collaborative culture

Apply now to find out why our Associates think that Brewer-Garrett is a great place to work!

Brewer-Garrett is proud to be a Drug-Free Workplace.

Brewer-Garrett is an equal opportunity employer, all qualified job applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.