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Service Department Administrative Assistant

Iowa City, IA

Job Information

Service Department Administrative Assistant

Job Description

Administrative Assistant – Service Department

Updated: 9/28/16

Responsibilities of this job include:

• Answer incoming phone calls and correspond frequently with customers, vendors and staff to ensure good communication and smooth operations.

• On a daily basis, assist the Service Manager and/or Service Coordinator in preparing service work orders and dispatching service workers to customer sites.

• On a daily basis, prepare and distribute invoices for all service work performed. This is a key task and will include combining associated material invoices and worked time job sheets to ensure timely, accurate customer billing.

• Prepare, calculate and distribute invoices for customers.

• Receive customer payments via credit card transactions.

• Daily filing of purchase orders, packing slips, return slips and various paperwork related to the receipt of parts for Service Department activities.

• Coordinate EPA compliance on the use of refrigerant and update records as needed.

• On an as needed basis, assist the Service Manager in the preparation of Preventative Maintenance Contracts and/or customer quotations.

• On a monthly basis, prepare and distribute preventative maintenance contract invoices.

• Coordinate and maintain as necessary all MSDS materials for products used by the Service Department.

• Coordinate UPS/FedEx shipping and receiving of service parts as necessary.

Requirements of this position include:

• The ability to multi-task and shift gears quickly and easily as the work environment is fast paced and oft-changing.

• A cooperative, team work orientation.

• A careful attention to detail as the incumbent will:

o Prepare customer billing information.

o Maintain pricing sheets.

o Assist in the preparation of customer quotations, contracts and proposals.

• Excellent customer relations and communication skills as the incumbent will be in frequent contact with customers, vendors and staff.

• Strong computer skills and related experience as the incumbent will:

o Work daily with an industry leading software package, Maxwell Management.

o Use Word, Outlook and Excel daily in a variety of capacities.

• Experience and familiarity with HVAC and plumbing concepts and techniques is not a requirement, but would be a strong preference.

Minimum Job Qualifications (education, work experience, licenses/certifications) -

• High School or equivalent (GED) is required, a 2 or 4 year college degree is preferred.

• 2 to 5+ years of related work experience or training or equivalent combination of both education and experience.

• Motor Vehicle Record must be in good standing and comply with Company policy.

• A qualified applicant will be a trustworthy self-starter with good self-discipline and self-management skills.

• The candidate will need to comply with the company-wide drug testing policy.

Compensation -

• Salary and benefits are negotiable and commensurate with the experience, aptitude and performance of the candidate.

• 401K, with company match.

• Group company health insurance available.

• ADD/Life insurance.

• Paid Vacation.

• Paid Holidays.

Posted 09/30/16

Job ID: 20426211
Mactive ID: 34571