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Administrative Assistant

Job Title:
Administrative Assistant
Reports To:
Business Manager and Business Owner
Position:
Full and Part time positions available
Administrative Assistant
o Noble Roofing & Exteriors, Inc. is a National Roofing Company looking for a highly motivated, responsive, driven, and committed individual to join our team to provide the highest level of customer satisfaction in the industry.
Job Summary
o Provides administrative, secretarial, and clerical services in order to maintain effective and efficient operations.
General Accountabilities
o Answers all incoming phone calls and routes calls to the appropriate party
o Receives, verifies, and updates customer profiles utilizing the company's CRM system
o Utilizes the company's software system to support the company's sales reps in obtaining work orders and provide any pertinent data to increase their efficiencies
o Initiates contact with customers to set and confirm appointments and customer details
o Notifies sales reps of incoming or potential appointments
o Responds in a timely manner to all inquiries from customers, sales reps, and co-workers
o Assists and communicates with all departments to help increase efficiency and accuracy
o Provides customer service to external customers
o Meets customer needs, offers options, resolves problems and follows up with customers.
o Ensures full customer satisfaction without unnecessarily referring customer to other staff members. Maintains friendly, helpful demeanor
o Refers to appropriate person or department as needed, and/or arranges for service
o Gathers data as necessary for related offices
o Uses information systems to input data, maintains databases, performs research for projects or issues, generates reports, etc.
o Receive, sort and distribute incoming mail, and prepare outgoing mail for distribution
o Monitor incoming emails and answer or forward as required
o Fax, scan and copy documents
o Maintain office filing and storage systems
o Update and maintain databases such as mailing lists, contact lists and client information
o Retrieve information when requested
o Processes leads, job reports, contracts, cancellations, adjustments, changes, requests, fees, invoices, customer payment, and other related paperwork
o Maintains quality/quantity standards
o Verifies contracts or forms for completeness and accuracy of information
o Updates and maintains all necessary records and/or logs
o Represents department to outside customers
o Interprets operating policies and procedures
o Ensures timely completion of department's work
o Compiles statistical reports as requested
o Performs other related duties as assigned or requested
Job Qualifications
o Minimum Education:
High School or equivalent Combined experience/education as substitute for minimum education
o Minimum
Experience:
3 Year Combined education/experience as substitute for min. experience
o Preferred Education:
Bachelor's Degree
o Preferred
Experience:
3 Years
o Must be dedicated to taking care of customer and sales rep's needs
o Must have excellent organizational skills and be able to multi-task and coordinate many activities during the normal course of the business day
o Must be proficient in Excel and Microsoft Word and detail oriented, with excellent correspondence skills, both verbal and written
o Must be able to learn quickly, record data accurately, and exercise good judgment
Competencies
o Problem Solving - Identifies and resolves problems time efficiently; Gathers and analyzes information; Develops solutions; Uses reason.
o Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
o Oral Communication - Speaks clearly and persuasively; Listens and gets clarification when necessary; Responds informatively to questions.
o Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Sets goals and objectives; Organizes or schedules other people and their tasks.
o Professionalism - Approaches others in a polite and tactful manner; Maintains composure and reacts well under pressure; Treats others with respect and consideration; Follows through on commitments.
Physical Demands
o Occasionally required to sit.
o Occasionally required to walk.
o Occasionally required to use hands to finger, handle, or feel.
o Occasionally required to reach with hands and arms.
o Occasionally required to talk or hear.
o Occasionally required to bend, lift or climb
o Occasionally required to lift light weights (less than 25 pounds)
o Occasionally required to lift moderate weights (25-50 pounds)
o Finger dexterity required.
o Hand coordination required.

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