Administrative Assistant

Administrative Assistant

Job Description

Organization Name: T&J Heating, A/C and Plumbing
Job Location: Bellingham, MA
Department: Office
Reports to: Office Manager
Prepared Date: 10-1-2024

Purpose:

T&J Heating, A/C and Plumbing is a full-service heating, air conditioning, and plumbing organization, providing new installation, repairs and ongoing maintenance services to commercial and residential clients throughout New England.  

We're seeking a highly organized and experienced Administrative Assistant to streamline our field operations. In this role, you'll be responsible for scheduling,  ensuring prompt and effective service, and maintaining high levels of customer satisfaction. 

Responsibilities 

• Scheduling 
  • Receiving service requests from customers (phone, email, online).
  • Prioritizing calls based on  urgency and customer needs.
  • Assigning technicians to jobs based on their skills, location, and availability.
  • Optimizing routes to maximize efficiency and minimize travel time.
  • Managing and updating the dispatch software.
• Customer Service: 
  • Providing excellent customer service by answering inquiries and resolving issues.
  • Keeping customers informed.
  • Handling customer complaints and escalating issues as needed.
• Communication: 
  • Maintaining clear and consistent  communication with technicians, customers, and other staff.
  • Relaying information about job  details, changes, and updates.
  • Using various communication tools (phone, mail, messaging apps).

Requirements:

• High school diploma or equivalent
• Strong organizational and time management skills
• Excellent communication and interpersonal skills
• Proficient in Microsoft Office Suite (Word, Excel, Outlook)   
• Ability to work independently and as part of a team
• A positive and can-do attitude

Competencies:

• Strong interpersonal skills both verbal/written, including the ability to work well with all levels of the organization 
• Ability to identify, prioritize, and manage multiple concerns while maintaining sound business decisions
• Strong personal time management skills 

Benefits:

• Competitive salary
• Health insurance and Dental 
• Tuition Reimbursement
• 401K
• Paid time off
• Opportunities for professional growth and development

The ideal candidate must be able to complete all physical requirements of the job with or without accommodation

Job Analysis – Physical/Environmental Assessment

Job Title: Administrative Assistant

Physical Activities:

Sitting

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Standing

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Walking

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Climbing/Balancing

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Stooping/Twisting

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Kneeling

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Squatting

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Crawling

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Push/Pull

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Reaching

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Gripping

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Pinching

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Neck Rotation/Extension

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Foot Use

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Keyboarding/phone usage 

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Repeating motions with main include the wrists, hands and or fingers

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Operating machinery and/or power tools

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Operating motor vehicles or heavy equipment

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Lift/Carry:

Lift/Carry objects up to 20 pounds

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Lift/carry objects up to 50 pounds

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Heavy work that involves moving objects up to 100 pounds or more

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Environmental Conditions:

Low temperatures

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

High temperatures

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Outdoor elements such as precipitation and wind

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Working at Heights

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Uneven Ground

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Excess Noise

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Exposure to Dust/Fumes

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Exposure to Hazards

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

Exposure to Bio Hazards

Never 0% Occasionally 1-33% Frequently 34%-66% Constantly 66%+

I have read and understand all elements of the job description. I have reviewed the physical and environmental assessment for the job, and I can complete all physical aspects and work in the environment described with or without accommodations. If accommodations are needed, please contact T&J Heating, A/C and Plumbing Human Resources to discuss.

_________________________________________________________ Applicant Signature