Brookfield, Connecticut
Office Executive Assistant Job Opening in Brookfield, Connecticut - Do you love to come to work WE DO. Are you self-motivated? Do you take pride in a job done well? Do you have passion for learning? If so, come to work for a growing HVAC company that values the employees as much as their customers! We are searching for a friendly, reliable, customer oriented Office Assistant reporting to the President of the company. The position offers the opportunity for the right person to grow into the role of an Executive Manager of service operations..
General Skills & Training
1. Must be proficient in our operating system Aptora with applied training.
2. Must have bookkeeping, and accounting skills.
3. Must have excellent computer skills.
4. Must have excellent written and verbal communication skills & excellent organizational skills.
5. Must have a superior knowledge of all company policies, related procedures, and systems.
The specific responsibilities of the Assistant are:
1. Support President in day to day operations.
2. Maintain all files related to service and installation business.
3. Track and follow up all technicians service ticket, contract ticket, and time sheet cards.
4. Process service and job tickets and invoice in a timely manner.
5. Maintain warranty paperwork and registration with equipment manufactures database.
6. Maintain a high level of office security designed to protect company files, techniques, copyrights, pricing data, financial , equipment, marketing techniques/secrets, reports, etc.
The specific duties of the position are as follows and must be done routinely:
1. Assure that all sales leads are being routed to President immediately upon receipt utilizing all telephone, text or e-mail. Follow up to confirm receipt.
2. Input daily schedule in Aptora for all Technicians. Project manager will advise.
3. Input service requests in Aptora. Inform President of additional work needed to bill and close out tickets.
4. Data input all PSA, Equipment, Warranty and customer information into Aptora.
5. Reference Maintenance Customer Files last name and by address. All service history on that unit, plus appropriate agreement designation, must be easily accessible. This information must be correct and updated as necessary.
6. Follow up with our main suppliers monthly to inquire about any technical training they will be offering.
7. Maintain company calendar tracking vacation and paid time off for employees.
8. Job costing. All invoices must be processed according to sales category. Parts, labor, and materials must be charged to the appropriate cost of sales category.
9. Follow up with President to send out or hand deliver Thank You or Follow-up packages within five working days of the transaction.
10. Process all warranty claims with manufactures and obtain all warranty reimbursements for parts and labor from manufactures.
Benefits:
We offer a great salary
Health and Dental (Anthem Blue cross Blue shield).
Local office
10 days PTO
A flexible work schedule
Fun environment
Growth potential
Job Type: Full-time
Required experience:
Office Management: 2 years
Job Type: Full-time
Required experience:
Office Management: 2 years
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