Administrative Assistant

Overview

Acoustical Sheetmetal Company, a privately-owned custom manufacturer of generator enclosures located in Virginia Beach, Virginia is in search of a Field Service Administrative Assistant to perform a variety of duties in support of our expanding field service organization.

Responsibilities

• Develop and utilize systems under the direction of the Field Service Manager to:
• Schedule field service projects
• Publish field service reports based on input from field service staff
• Track outstanding work needed to be scheduled and coordinate with manager to schedule work, communicate schedules to customers and prepare dispatch instructions to staff assigned to project
• Provide timely quotes to customers and ensure receipt of purchase orders before work performed
• Work with accounting to invoice projects promptly upon completion of work
• Assess actual project costs versus estimates and recommend improvements in the quote process
• Maintain all project specific information in electronic filing systems easily accessible to the department and others in the organization
• Coordinate schedule and specific site needs with customers including:
• Special paperwork needed for site access
• Working hours on site
• Point of contact while on site
• Track hours and receipts to projects
• Assemble support for credit card charges with receipts provided by field service staff
• Coordinate with manufacturing and other operations personnel to ensure delivery or manufacture of parts needed by field service staff
• Assist field service staff as needed with expediting parts and supplies to work sites
• Drop off and pick up parts and supplies as needed

Qualifications

· Experience in a fast-paced environment. Knowledge of field service or manufacturing operations and processes a plus.

· Excellent oral and written communication skills with experience in customer service

· Advanced level of proficiency with Microsoft Office products

· Demonstrated ability to multi-task and prioritize

· Superb organization and time-management skills

· Clear driving record

· Deadline and detail oriented

· Ability to work with diverse teams, multiple organization levels and across business functions