Office Support Specialist

SUMMARY: Provide office support for fast-paced service company. Answer phones, convert incoming customer calls and emails to work orders.

ESSENTIAL DUTIES:

• Take service calls from customers, projecting a professional image at all times.
• Create work orders for service calls received over the phone and via email in software system.
• Assist with scheduling and coordination of service calls; communicating with customer, technicians and other office staff as needed.
• Assures prompt and accurate dispatching of all service calls to ensure all deadlines are met in timely manner.
• Assist in maintenance of the dispatch board in accordance with company policy.
• Follow up on status of all pending work with technicians on ongoing basis – quotes, return to install parts or any service not completed on the initial service call in software system.
• Communicate any unresolved service calls or known issues to Supervisor.
• Maintain and update and create new customer and billing files/history in software as necessary.
• Assist Billing Specialist with creating and sending out service invoices using software system.
• Assist Accounts Receivable in preparing and sending customer statements monthly.
• Assist Accounts Receivable in monitoring customer accounts for non-payment and delayed payment, performing collection calls as needed.
• Assist Parts Associate with customers on the phone and at parts counter.
• Assist Parts Associate with ordering parts and inventory control.
• Uses Microsoft Office.
• Uses Microsoft Outlook for sending and retrieving email.
• Maintains a professional attitude at all times with customers, vendors and co-workers.
• Other job duties as assigned by Supervisor and Management.

KNOWLEDGE, SKILLS AND ABILITIES:

• Must be able to work in a fast-paced environment.
• Must be goal oriented, self-starting and energetic.
• Must have pleasant telephone demeanor and be able to demonstrate good customer service and telephone skills.
• Must be familiar with company policies and be able to communicate with customers in regards to services the company provides with a high degree of accuracy.
• Must be able to work with other employees, management and technicians to get the job done correctly and in the best interest of our customers, while abiding by company policies and procedures.
• Must be able to type at least 30 wpm.
• Must have a high school diploma along with at least three (3) years of experience in an office.
• Must have problem solving capability.
• Must be able to sit at work area for extended periods of time (no more than 3 hours).
• Must be able to walk, stoop, bend and lift and move up to 10 pounds.

This job description is meant to describe the general nature and level of work being performed. It is not intended to be construed as an exhaustive list of responsibilities, duties and skills required for the position. To perform this job successfully, the employee may be required to perform any other job related duties required or assigned by their Supervisor.

Job Type: Full-time

Pay: $16.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

License/Certification:

• Driver's License (Preferred)

Work Location: In person

Salary : $16 - $20