JOB DESCRIPTION:
The Office Assistant is a key member of the office staff that is the first point of contact for customers and technicians, ensuring all modes of communication are utilized to assist customers, answer inquiries, schedule appointments and to provide exemplary customer service.
HOURS OF WORK: Full-time 40 hours a week, 8am-4pm or Part-time 20 hours a week 12pm-4pm
PRINCIPAL ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS:
The duties and responsibilities described below do not represent a comprehensive list for this position. Additional tasks may be assigned periodically as necessitated by business demands.
Answer the Telephone: Manage all incoming calls with courtesy, efficiency, professionalism and empathy, handling client needs or directing them to the appropriate individual.
Scheduling appointments: Coordinate and book appointments for customers and leads, ensuring accurate entry of client information and timely confirmations. Create new accounts and reschedule appointments as needed.
Customer Service: Engage and support customers by providing excellent customer service by addressing questions, concerns, and requests with professionalism and empathy.
Assist technicians with their questions while they are out in field.
Keep detailed records of client communication.
Organize and maintain file systems in compliance with office policies and regulations.
Maintain absolute confidentiality of all information pertaining to employees, clients and vendors.
Assist with accounts receivable as needed.
Administrative support: Provide administrative support by performing general clerical duties including correspondence, data entry, copying, filing, record-keeping and distribution.
Maintain positive relationships and goodwill with all clients, co-workers and vendors.
Maintain dependable and regular attendance.
Perform other functions as deemed appropriate by Management.
REQUIRED JOB KNOWLEDGE AND SKILLS:
High school diploma. Willing to train.
Proficiency working with Apple Mac computers.
Comfortable using scheduling software and phone systems.
Ability to listen attentively and communicate clearly, fluently, diplomatically and maintain a friendly tone – both orally and in writing.
Ability to remain flexible, resilient, calm and maintain a sense of humor in all situations.
Present a well-groomed image that reflects the professionalism of the business.
Ability to plan, organize, prioritize, delegate and accurately complete work activities within allotted deadlines while managing interruptions.
Work independently and proactively with minimal direction and/or supervision.
Demonstrate a strong commitment to customer service excellence and helping others.
Must be able to problem-solve, be pro-active and demonstrate dependability.
Ability to lawfully work in the U.S.
PHYSICAL/ENVIRONMENTAL DEMANDS:
Combination of sitting, standing, bending, reaching, stretching, stooping, walking and moving intermittently during working hours.
Must be able to properly operate office equipment.
Must be able to maintain verbal and written communication with co-workers, supervisors, vendors and all associates within or outside the organization.
Job Types: Full-time and Part-time
Schedule:
Full-time: Monday to Friday; 8am-4pm
Part-time: Monday to Friday; 12pm-4pm
Education:
High school or equivalent (Required)
Experience:
-Customer service: 1 year (Preferred)
-Receptionist: 1 year (Preferred)
-Administrative support: 1 year (Preferred)
Shift availability:
Day Shift (Required)
Work Location: In-person