Administrative Assistant

This is a part-time position averaging 25 hours per week, Monday - Friday 10:00 AM - 3:00 PM.

What We Offer

• Weekly pay
• Paid major holidays
• Flexible scheduling
• Never work a weekend
• Never work a major holiday
• Possibility of part-time remote work
• Fun and friendly work environment

Reports To

The administrative assistant position will report to the office manager and sales managers.

Job Overview

This role requires a meticulous and organized individual for a role focused on customer communication via phone, email, and text. This position entails managing conversations and customer documents, ensuring thorough follow-up communication to complete and obtain signed documents before appointments. The primary goal is to support the sales department with administrative tasks, ultimately enhancing the efficiency of our sales team.

Responsibilities and Duties

• Conducts thorough pre-move customer confirmation of appointments through phone calls, text messages, and emails.
• Sends, tracks, and documents customer appointment documents including checklists and credit card authorization forms.
• Utilizes our software to accurately document information, set follow-up notifications for pending tasks, and track customer communication.
• Performs all post-move customer communication to ensure high level customer satisfaction.
• Sends, tracks, and documents all customer communication.
• Demonstrates active listening skills with customers, takes comprehensive notes, diffuses situations, and promptly communicates any customer feedback to the appropriate manager.
• Handles customer appointment scheduling, rescheduling, and cancellations, updating sales team members accordingly.
• Supports the sales department with over due follow-up communication with accurate documentation.
• Assists the sales department in overflow calls and taking accurate, detailed, and informative messages.
• Distributes incoming customer communication promptly to the sales team for timely follow-up.
• Assists the sales department with customer text messages within our phone software and/or distributing messages to the correct team member when appropriate.
• Closes duplicate customer orders.
• Pulls reports to ensure each customer lead has an active follow up and communicating any missed follow ups with the correct sales representative.
• Coordinates shared labor appointments with other TWO MEN AND A TRUCK locations, managing shared labor agreements and documentation.
• Organizes rental truck reservations for the sales department, confirming receipt and reviewing for appointment accuracy.
• Requests and manages certification of insurance documents, ensuring compliance with move location requirements and forwarding certificates to the correct customers or contacts.
• Assists in direct mail-communication and marketing.
• All other duties assigned.

Qualifications

Education

• High school diploma or equivalent required. Associate degree in office administration or higher is a plus.

Experience

• 1 years of office administration preferred, but willing to train the right candidate.
• Experience with office equipment (laptops, printers, monitors) and basic troubleshooting.
• Experience with Outlook and Outlook calendar is preferred.

Specific skills and Personal Characteristics

• Excellent communication skills, both written and verbal.
• Strong organizational and time management abilities.
• Proficient in data entry and record-keeping.
• Ability to multitask and prioritize tasks effectively.
• Detail-oriented with a high level of accuracy.
• Ability to work independently and as part of a team.
• Professional demeanor and strong interpersonal skills.
• Adaptability and willingness to learn new tasks.
• Problem-solving skills and resourcefulness.
• Positive attitude and ability to remain calm under pressure.
• Ethical behavior and integrity in handling confidential information.

Physical Abilities

• Ability to sit for extended periods and perform computer work.
• Capable of lifting and carrying up to 20 lbs.
• Mobility to move around the office and perform filing tasks.
• Comfortable with occasional bending, kneeling, and reaching for files or equipment.

Job Type: Part-time

Pay: $17.00 per hour

Expected hours: 25 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Ability to Relocate:

• Sarasota, FL 34243: Relocate before starting work (Required)

Work Location: In person