Administrative Assistant

Reports to: Service Manager

Position Summary

This position provides front-line reception, customer service, and administrative support for the Service Department. Responsibilities may evolve as the position develops, and the applicant must be adaptable to changes in duties and workload. 

Essential Duties

Reception and Customer Service

• Answer all incoming telephone calls promptly and be able to filter and transfer calls as needed to the appropriate employee or department. 
• Deliver accurate, timely messages to unavailable staff
• Treat every caller with the appropriate attitude and address their needs immediately and satisfactorily

Departmental Support

• Assist other departments with Service Department-related requests as assigned
• Maintain strict confidentiality regarding any employee or customer information encountered while assisting other departments; discretion is required at all times

Purchasing Support

• Assist with routine handling of purchase documents and maintenance of the established purchasing system for the Service Department
• Act as purchasing agent for Service Department office and shop supplies
• Promptly complete monthly expense reports for department purchases
• Maintain required records and help monitor purchasing system compliance among Service Department personnel

General Support

• Assist with Service Department operations as skill level and time allow, to ensure quick, effective turnaround on all tasks — including answering phones, running errands, data entry, faxing, copying, and filling in on other tasks as needed
• Follow all established company policies and procedures

Job Requirements

Judgment & Decision-Making

• Exercise sound judgment and reasoning in resolving problems involving customers, vendors, other personnel, or the company
• Respect and maintain the confidentiality of customer, company, and personnel information at all times
• Seek guidance and direction from the Service Manager when appropriate

Working Relationships

• Work well with Service Department staff, other departments, management, customers, and vendors

Planning & Time Management

• Recognize and manage competing priorities
• Practice effective time management to complete duties punctually and stay organized
• Prepare and route all required reports, documents, and forms promptly

Initiative

• Perform duties independently with minimal supervision
• Recognize and complete necessary tasks even when not directly assigned

Adaptability

• Remain flexible and receptive to changes in job responsibilities as the position develops
• Perform other duties as assigned

Attendance & Reliability

• Report to work on time; avoid leaving early or extending breaks
• Willingly accept assignments and do what's needed to get the job done
• Take ownership of results
• Maintain a professional appearance appropriate to the role