What are the responsibilities and job description for the Administrative Assistant position at Acoustical Sheetmetal Company?
Job Type
Full-time
Description
Overview
Acoustical Sheetmetal Company, a privately-owned custom manufacturer of generator enclosures located in Virginia Beach, Virginia is in search of a Field Service Administrative Assistant to perform a variety of duties in support of our expanding field service organization.
Responsibilities
Qualifications
Full-time
Description
Overview
Acoustical Sheetmetal Company, a privately-owned custom manufacturer of generator enclosures located in Virginia Beach, Virginia is in search of a Field Service Administrative Assistant to perform a variety of duties in support of our expanding field service organization.
Responsibilities
- Develop and utilize systems under the direction of the Field Service Manager to:
- Schedule field service projects
- Publish field service reports based on input from field service staff
- Track outstanding work needed to be scheduled and coordinate with manager to schedule work, communicate schedules to customers and prepare dispatch instructions to staff assigned to project
- Provide timely quotes to customers and ensure receipt of purchase orders before work performed
- Work with accounting to invoice projects promptly upon completion of work
- Assess actual project costs versus estimates and recommend improvements in the quote process
- Maintain all project specific information in electronic filing systems easily accessible to the department and others in the organization
- Coordinate schedule and specific site needs with customers including:
- Special paperwork needed for site access
- Working hours on site
- Point of contact while on site
- Track hours and receipts to projects
- Assemble support for credit card charges with receipts provided by field service staff
- Coordinate with manufacturing and other operations personnel to ensure delivery or manufacture of parts needed by field service staff
- Assist field service staff as needed with expediting parts and supplies to work sites
- Drop off and pick up parts and supplies as needed
Qualifications
- Experience in a fast-paced environment. Knowledge of field service or manufacturing operations and processes a plus.
- Excellent oral and written communication skills with experience in customer service
- Advanced level of proficiency with Microsoft Office products
- Demonstrated ability to multi-task and prioritize
- Superb organization and time-management skills
- Clear driving record
- Deadline and detail oriented
- Ability to work with diverse teams, multiple organization levels and across business functions