What are the responsibilities and job description for the Admin Assistant position at Komfort Heating & Cooling, Inc.?
Komfort Heating & Cooling is seeking a competent Office Manager to oversee daily office functions, including taking customer phone calls, scheduling, dispatching, organization, filing, and marketing duties.
Job Responsibilities:
- Take incoming customer calls.
- Schedule and coordinate all service calls as calls are received.
- Create dispatch ticket for all service calls.
- Dispatch Service Technicians
- Respond to all messages left overnight.
- Maintain the dispatch board / schedule.
- Forecast workload for 2 – 3 days out
- Contact customers with a Paused status as parts are received for scheduling.
- Follow up on all pending and recommended work with customer
- Maintain the maintenance agreements, including billing, scheduling, and staging of materials, database information, customer hard files and renewals.
- Help with marketing issues as directed.
- Order parts for special orders.
- Forward list of parts used by technicians for truck restock.
- Update customer files as information is received from installation.
- Type service contract proposals for new customers
- Maintain on call schedule, to include 1st on call and standby technician
- Maintain customer history files in database
- Paperwork filing and documentation
- Type proposals
- Prepare paperwork for all manufacture warranty parts
- Facilitate return of warranty parts
- Forward checks and payments to accounting.
- Follow up calls, customer surveys & appointment reminder calls
- Maintain a courteous demeanor with customers and associates at all times
- Maintain a professional image at all times
- Perform other duties as assigned
