Job Description
We are seeking a well-organized and proactive Administrative Assistant to join our team. The ideal candidate will possess excellent communication skills, be proficient in Google Suite (Docs, Sheets, etc.), and have a keen eye for detail. This role involves a variety of administrative tasks, including liaising with customers, suppliers, and fellow employees, processing quotes and invoices, and maintaining high levels of communication within the team.
Job Title
- Administrative Assistant
Work Schedule
- Dayshift
Job Qualifications/Requirements
- Excellent oral and written communication skills in English.
- Proficiency in Google Suite (Docs, Sheets, etc.).
- Strong organizational skills and attention to detail.
- Ability to answer phones, respond to emails, follow up on quotes, and type quotes accurately.
- Experience in following up with debtors, reconciling accounts, and coordinating with suppliers for credits.
- Capability to set up and create new quote templates.
- Experience in booking jobs, completing forms, and following up on various application forms from suppliers.
- Ability to keep licenses, equipment, and vehicles updated.
- Flexibility to handle various small administrative tasks as needed.
Job Responsibilities
- Interact with customers, suppliers, energy authorities, tradesmen, and fellow employees both over the telephone and in person.
- Accurately and efficiently process quotes, invoices, and correspondence.
- Maintain a high level of communication with fellow employees regarding job-related tasks.
- Follow established procedures and systems to ensure consistency in all tasks.
- Efficiently input information into systems and ensure accuracy.
- Plan, coordinate, and follow through on various projects.
- Assist fellow employees with tasks as required or requested.
- Maintain and coordinate training schedules for tradesmen.
- Suggest and implement improvements for new and existing processes.
- Handle all incoming calls, take detailed messages, and forward them to the appropriate personnel.
- Perform word processing, maintain spreadsheets, and handle routine correspondence.
- Collect mail, scan, sort, photocopy, fax, and report in a timely manner.
- Perform any other tasks requested by the directors to ensure the smooth running of the business.
Good luck and God Bless!