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Adminstrative Specialist
Madison, WI
Job Description
Job Summary
The Administrative Specialist supports the service teams in all administrative functions, including the coordination of service calls and work scheduling for repair service or installation requests. Answers phones, processes work orders for invoicing, mails invoices to customer, fields invoice questions from customers, and performs collections as necessary. The Administrative Specialist follows processes and procedures efficiently and effectively to ensure accuracy of all transactions and customer satisfaction.
Job Responsibilities
Monona Plumbing and Fire Protection is an Equal Opportunity / Affirmative Action Employer. Women, minorities, and people with disabilities are strongly encouraged to apply.
The Administrative Specialist supports the service teams in all administrative functions, including the coordination of service calls and work scheduling for repair service or installation requests. Answers phones, processes work orders for invoicing, mails invoices to customer, fields invoice questions from customers, and performs collections as necessary. The Administrative Specialist follows processes and procedures efficiently and effectively to ensure accuracy of all transactions and customer satisfaction.
Job Responsibilities
- Answers calls in a courteous and professional manner while listening and responding to the customer's needs and requests.
- Assists estimators with pricing, proposals, product research, permit applications and material coordinating.
- Assists with coordination and scheduling of maintenance for tools and equipment for technicians.
- Coordinates "on-call" and weekly schedules for service technicians.
- Creates, monitors, and follows up with maintenance of service agreements.
- Dispatches all service calls on dispatch board, including coordinating the schedule for maintenance agreements and quoted jobs with estimators and technicians.
- Maintains current, accurate and organized files, including equipment cost tracking.
- Processes customer invoices and fields billing inquiries.
- Follows up on outstanding accounts receivables invoices in conjunction with accounting department.
- Generates work orders assuring accurate billing.
- Documents sales tax charged for monthly reporting.
- Generates and reviews service related purchase orders for accuracy.
- Maintains Preferred Customer records; refers customers to Service Manager for PC consideration.
- Sets up 3rd party vendor information and submits invoicing per 3rd party requirements.
- Identifies opportunities for upselling and cross-selling all other areas of the business to key customers
- Attends internal and external meetings as required.
- Perform other duties as assigned.
- Knowledge of industry software (i.e. Timberline) including Microsoft Office Suite
- Demonstrated customer service skills
Monona Plumbing and Fire Protection is an Equal Opportunity / Affirmative Action Employer. Women, minorities, and people with disabilities are strongly encouraged to apply.
Job Summary
Start Date
Immediate
Employment Term and Type
Regular, Full Time
Hours per Week
45
Work Hours (i.e. shift)
7am-5pm
Required Education
Certification or Vocational
Required Experience
2+ years
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