Customer Service and Administrative Assistant

Description

The Customer Service and Administrative Assistant is responsible for greeting visitors, answering inquiries and supporting the administration of the Windows and Pressure Cleaning divisions’ timekeeping, as well as special projects as needed.

Administration

· Greet visitors, answer phones, respond to emails to company in box, and forward specific emails to staff members. Respond to customer service email.

· Answer Google Reviews or phone calls regarding service, complaints or requests for information.

· Respond to deficiencies from customers of completed cleaning projects, via email or calls, compile a report and share with Operations Managers.

· Special Events

o Ticket administration: coordinate tickets for the Canucks, Seahawks and BC Lions – facilitate arrangement for travels, meals and invitation.

o Assist with Golf tournament as requested.

o Organize Christmas events, such as booking Christmas parties.

o Arrange annual Christmas baskets and cards for clients.

o Arrange for draw prizes, giveaways, cards for annual company Christmas party, staff events.

· Order coffee, snacks and other supplies for the office.

· Order company apparel.

· Filing and general administration as needed.

Quote Administration - Window and Pressure Washing only

· Accept quote requests via phone, email, company website, and Better Business Bureau.

· Prepare quotes and send to Property/Strata/Building and Site Managers.

· Collect archive data on quotes and provide information for the Holdings` President. Send to the leader estimator, when requested.

· Data entry and documentation for RFQ’s.

Project Administration - Window and Pressure Washing only

· Coordinate schedules for approved projects and ensure safety documentation is in place prior to scheduling.

· Prepare notices for on-site strata’s use.

· Issue safety checks to bosun chair technicians working alone (two texts a day).

Project Administration

· Issue purchase orders to staff while working on job sites.

· Input company vehicles and aerial lifts into truck log daily.

· Assist with aerial lift moves with Specialized Towing, via email. Input job order information on invoice and give to the Accounts Payable department.

· Book, arrange service and maintenance, drop off and pick up of company vehicles at repair and service center.

Snow Removal

· Prepare snow sheets and compile the routes together in the training room for the Operational Manager.

· Input hours from snow sheets into Access Database.

· Assist with ordering snow removal materials.

Timekeeping/Payroll

· Receive hours of Holdings and Waterproofing (via email or text) from technicians to complete timesheets daily or biweekly and input into Access Database for project accounting.

· Compile timesheets and give them to the division manager for approval.

· Make sure that any requests for banking hours and vacation pay are included in the employee`s timesheet before sending them to Payroll team.

· Once Payroll is processed, enter the timesheets into SAGE for job cost.

· File timesheets once all the above processes are completed.

Education and Work Experience:

• Post-secondary education or formal training in administration.
• 2 years reception and office administration experience.

Knowledge, Skills and Abilities:

· Demonstrated organizational skills to effectively prioritize workload and meet deadlines.

· Effective interpersonal skills and the ability to maintain effective working relationships.

· Ability to communicate effectively both verbally and in writing.

· Ability to handle confidential information with tact and discretion.

· Strong computer skills and working knowledge of MS Office suite of programs.

· Drive license is an asset.

Job Types: Full-time, Fixed term contract
Contract length: 12 months

Pay: $55,000.00-$65,000.00 per year

Benefits:

• Casual dress
• Company events
• Paid time off

Flexible Language Requirement:

• English not required

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Bachelor's Degree (preferred)

Experience:

• Administrative experience: 1 year (preferred)

Work Location: In person

Application deadline: 2024-05-29
Expected start date: 2024-05-27

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