Administrative Assistant to the Infrared Thermography Training Program

The Snell Group is the world’s leading expert on using infrared thermography (IR) and electrical motor testing (EMT) to reduce risk, increase up-time, save money, conserve energy, and improve safety. Snell offers infrared training and electric motor testing training, infrared inspection services and electric motor inspection services, consulting, and certification services for infrared and electric motor testing professionals and their programs world-wide. www.thesnellgroup.com

Summary of the Job: The Program Assistant aids with program administration duties, support course instructors, and marketing & sales teams, and operational support to Senior Management.

Duties and responsibilities

• Answer incoming calls promptly and professionally; provide general course information and assistance to callers or route them to the appropriate location or person
• Facilitate sales process by responding to customers’ frequently asked questions, register call-ins.
• Expedite sales follow-up by relaying relevant customer information in Contacts database
• Coordinate printing and binding of all course manuals
• Reproduce and pack all necessary materials for public and on-site courses; verify materials in use as most current versions. Coordinate materials and equipment shipping.
• Communicate effectively with all instructors regarding specific course needs, and shipment information
• Communicate effectively with sales team and on-site customer contacts regarding specific course needs for on-site courses
• Track all incoming and outgoing shipments and be knowledgeable about, delivery options, etc.
• Assist instructors with immediate needs during courses (e.g., missing materials, special requests for handouts, etc.)
• Receive all follow-up material and update database, as needed, with corrected student information.
• Enter participant exam scores in Contacts database toggle “Grad” and file exams with class lists and other course info. Make a note of anyone that did not pass. (different certificate)
• Print and mail course certificates place a PDF copy of one certificate in folder. Note the date mailed and your initials on the folder.
• Track assignment of infrared equipment and accessories (cameras, projectors, kits), including scheduling time for repairs with manufacturers and determining need for loaner camera(s)
• Respond to Website Inquiry requests by entering contact information into database, sending appropriate lead packet, and notifying appropriate person/department
• Assist Marketing Dept. with the fulfillment of new leads through data entry and packet mailings
• Prepare welcome packets in consultation with Marketing Dept. to be shipped to all public courses
• Perform data entry in Contacts database with accuracy and efficiency
• Monitor company calendar for events and courses to anticipate needs for materials and equipment
• Serve as primary for phones
• Greet and assist visitors
• Order supplies for office machines (photocopier, postage machine, etc.) and schedule maintenance as needed
• Order office supplies as needed (e.g., copy paper, staples, etc.); maintain list of office/kitchen/bathroom supplies needed
• Maintain organization of shipping area and product inventory
• Performs other duties as assigned

Required Education/Experience and Skills:

• Ability to lift heavy boxes, sometimes up to 40 lbs.
• Strong organizational skills
• Computer proficiency with word processing (preferably Microsoft Word), spreadsheets (preferably Microsoft Excel), database/customer contact management programs (preferably Filemaker), electronic mail communication (preferably Microsoft Outlook)
• Proficiency with office technology such as multi-line phone systems, printer/copier/fax/scanner, postage meters, etc.
• Ability to add, subtract, divide, find percentages
• Ability to communicate effectively in person and via phone and e-mail, with co-workers in office and at different locations
• Ability to prioritize
• Ability to work independently (approx. 70%) and as part of a team (approx. 30%)
• Ability to plan ahead and respond to unexpected issues in a resourceful and professional manner
• Initiative to create systems and explain clearly to others
• Willingness to follow established procedures

EOE/AA/M/F/Vet/Disability

The Snell Group and Applied Technical Services are an equal opportunity employers where employment is based upon personal capabilities and qualifications without discrimination due to race, color, religion, gender, age, national origin, disability, veteran status or any other protected characteristic as established by law.

The Snell Group is a subsidiary of Applied Technical Services. Founded in 1967, Applied Technical Services has established a reputation with business, industry, and the legal profession for successfully uncovering facts in Metallurgy and Materials Testing, Chemical Analysis, Non-destructive Testing, Forensic and Consulting Engineering, Fire and Explosion Investigations, and Calibration Services. ATS has over 1,300 employees in over 50 locations, across 21 subsidiary companies and over $250,000,000 in annual revenue. Our vision is to become the industry leader in providing expert consulting and forensic engineering, testing, inspection and calibration services.

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Schedule:

• Day shift
• Monday to Friday

Ability to commute/relocate:

• Barre, VT: Reliably commute or planning to relocate before starting work (Required)

Work Location: One location