Administrative Assistant
Administrative Assistant Job Description
Skills and Qualifications
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Minimum age of 18 years old with high school diploma or equivalent; college degree preferred.
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Proven experience as an administrative assistant or similar position.
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Strong organizational and planning skills.
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Office management skills and knowledge of typical systems and procedures.
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Possess excellent verbal and written communication skills, including grammar, spelling, and vocabulary.
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Experience managing inbound and outbound calls, preferably in high volume.
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Ability to problem-solve, both independently and with a team.
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Attention to detail and critical thinking.
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Ability to multi-task, prioritize, self-manage, self-motivate, and take initiative.
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Knowledge of office-related technology, software, and applications, and ability to learn new programs and applications.
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Proficient knowledge and ability to use Microsoft Office.
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Proficient typing skills.
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Basic plumbing terminology and concepts preferred; willingness and ability to learn terminology and concepts in plumbing and related fields such as HVAC and electric.
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Excellent attendance and punctuality.
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Ability to think quickly and calmly in a fast-paced situation.
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Ability to research, take notes, write, and edit content related to plumbing concepts, marketing, and advertising.
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Ability to write, analyze, and present reports.
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Knowledge of social media etiquette, including rules and guidelines for acceptable use.
Interpersonal and Customer Service Skills
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Have a positive attitude and be able to establish a good rapport with management, service technicians, vendors, and customers.
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Ability to represent our brand in a professional, courteous manner.
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Ability to respectfully promote our brand without high-pressure sales tactics.
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Empathize with customers and use de-escalation strategies to resolve customer issues.
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Always sound friendly, personable, and eager to help over the phone and in person.
Duties and Responsibilities
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Receive and promptly reply to e-mails, telephone calls, and other correspondence.
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Direct calls, e-mails and other correspondence to the appropriate person or department.
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Greet and assist walk-in customers, vendors, and other visitors.
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Dispatch as needed.
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Receive incoming calls from potential and existing customers.
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Schedule service appointments based on customer and technician availability, technician expertise, and geographic location.
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Prioritize calls when scheduling, such as emergencies and urgent plumbing needs, versus estimates for future work.
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Maintain and update schedules using dispatching software with information such as customer name, contact information, address, plumbing issue, and assigned service technician.
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Use and manage job referral apps such as HomeAdvisor, Pro Referral, Yelp, and Google Leads.
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Provide customers with information that will promote our brand and encourage use of our services, utilizing genuine customer development techniques without high-pressure sales tactics. Refer customers to approved outside companies if the work is out of our scope.
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Apply for permits and order inspections as needed.
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Enter customer and vendor information in the computer.
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Access current and past customer and vendor information.
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Prepare invoices and bids.
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Maintain an organized filing system.
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File, copy, fax, scan, and e-mail documents.
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Schedule and organize appointments and meetings.
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Maintain a list of contacts.
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Prepare and distribute memos, letters, faxes, forms, reports, and other correspondence.
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Handle sensitive information in a way that is confidential, respectful, and in accordance with regulatory laws and company policy.
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Research, write, revise, edit, and publish plumbing and business-related content. Publication may include but is not limited to flyers, brochures, websites, blogs, social media outlets, reports, and documents.
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Monitor and organize office supply inventory. Anticipate needed supplies, select vendors, place orders, expedite orders, track shipments, verify receipt of supplies, and initiate and monitor returns and exchanges.
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Monitor inventory of office equipment, make sure equipment is operational, trouble shoot as needed, schedule repairs, and research, evaluate, and purchase new equipment.
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Assist office staff with operation of equipment and access to supplies.
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Provide technological assistance to office staff and field technicians.
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Maintain organized computer files, back-up data and troubleshoot system errors.
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Keep documentation of tasks, correspondence, and events.
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Provide additional assistance to administration as required.
Tualatin Valley Plumbing LLC is an Equal Opportunity Employer.