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Administrative Assistant

Job Title: Administrative Assistant, Plumbing Division Status: Full-time
Reports to: Business Office Manager Date: 06/2015
Position
Summary:
This position requires excellent communication and organization skills with a critical eye to details. Generate, organize, complete and assure the accuracy of job paperwork for respective division. Coordinate job scheduling. Have full knowledge of the various stages of each job. Provide outstanding customer service from initial contact through to any warranty issues. Produce work output to satisfy the company's and customers' needs and expectations.
Scope:
Report directly to the Business Office Manager, work in coordination with Division Managers, and maintain a high level of communication with all company personnel, customers and vendors.
Principle Duties:
Organize projects and coordinate with other contractors, homeowners, builders and vendors
Coordinate and manage the various phases of estimating and bid preparation process for department ensuring accuracy and quality of each estimate.
Work with customers to provide and/or obtain all pertinent information as required producing accurate and complete bid packets for division.
Provide follow-up on all outstanding estimates.
Prepare and oversee accurate preparation of job folder paperwork
Process permit applications
Work with vendors and customers in the plumbing fixture selection process.
Verify, order, schedule all fixtures, materials and equipment for jobs
Prepare necessary purchase orders and monitor receipt of merchandise.
Coordinate and oversee job inspection by proper authority
Listen to concerns of field personnel, help to develop solutions or inform Division Manager
Daily data entry of Accounts Payable Invoices, Material Requisitions, Customer Billing, Job Costs and Labor Hours
Organize and maintain literature files and fixture catalogs
Comply with all company policies and procedures
Back-up other divisions
Other tasks that may be assigned
Skills & Qualifications:
Associates Degree in Business related field
Minimum 3-5 years prior customer service experience
Strong interpersonal and communication skills and the ability to work effectively with a wide range of personalities.
Proficient in MS office products, advanced skill level in Excel
Exhibits above average organizational skills, attention to detail & multitasking skills and has the ability to recognize and deal appropriately with priorities.
Ability to gather, analyze and accurately interpret detailed information
Experience in plumbing industry a plus but not required
Measures of Performance:
Quality, quantity, accuracy, timeliness and thoroughness of work produced; reliability in work attendance and punctuality; effective problem-solver, effectively communicate and develop good working relationships with co-workers and outside resources; demonstrate good business judgment in decision making; professional workplace appearance and conduct: maintain integrity of confidential information.
Acknowledgement:
This job description describes the general nature and level of work performed by employee assigned to this position. The employee may be required to perform other job-related duties as requested by management. All requirements are subject to change over time, and to possible modification to reasonably accommodate individuals with a disability.



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