Administrative Assistant

This position will be out of our Mobile AL Office. This individual is efficient and comfortable being a member of a team. The ability to multi-task while maintaining complex schedules and providing administrative support is essential in this position. The ideal candidate for this job is resourceful a good problem solver and organized. Assuring a steady completion of workload in a timely manner is key to success in this DutiesAnswer and direct incoming phone calls and emailsGreet customers vendors and visitors in a professional mannerMaintain organized electronic and paper filing systemsProcess incoming and outgoing mailManage office supplies and coordinate office maintenance needsPrepare reports spreadsheets and correspondenceSupport branch leadership with administrative tasks and special projectsService Operations SupportAssist with scheduling service inspections repairs and emergency callsAssist with technician schedules and dispatchingTrack inspection due dates and customer service requirementsVerify service tickets are completed and properly documentedFollow up with customers regarding appointments and service requestsAssist with maintaining inspection and testing recordsCustomer ServiceRespond to customer inquiriesCreate and update customer accountsHandle service requests and or work ordersMaintain customer contact informationPrepare customer communications and noticesSales and Estimating SupportAssist in preparing quotations proposals and contract documentsTrack proposal activity and customer follow-upsMaintain project files permits and documentationSupport project managers with administrative coordination and document controlAssist with project closeout packages and customer documentationAssist sales representatives with administrative needsBilling and Financial SupportAssist with and create invoices from completed work ordersReview technician paperwork for billing accuracyAssist with accounts receivable collectionsProcess purchase orders and vendor invoicesTrack job costs and project expensesReconcile branch reports and documentationProject AdministrationSet up new projects in company systemsMaintain project documentationTrack permits inspections and compliance requirementsCoordinate communication between customers contractors and field personnelCompliance and DocumentationSupport site specific and OSHA safety documentation requirementsEnsure inspection reports are properly filedMaintain licensing certification and training inspection reports contracts and compliance documentsSupport safety program administration and company records are accurate complete and up to dateAssist with audits and internal reporting requirementsFleet and Employee SupportHelp manage vehicle maintenance recordsTrack fuel cards and vehicle informationProcess employee onboarding paperworkCoordinate uniforms badges and equipment requestsMaintain employee personnel filesSupport payroll and timekeeping processesKey SkillsCustomer ServiceScheduling and CoordinationData Entry and RecordkeepingMicrosoft OfficeCommunication SkillsOrganization and Time ManagementProblem SolvingTeam CollaborationBilling and Documentation Management