Administrative Assistant (Waukesha, WI)

Automatic Entrances of Wisconsin is a nationally recognized, award-winning distributor specializing in the installation and service of automatic door equipment. We are dedicated to delivering outstanding service and products while providing excellent career growth opportunities for driven individuals, both in the field and in the office! We are looking for an experienced Administrative Assistant to support in day to day operations around service and installation.

*This role will be onsite in our Waukesha, WI office*

In this role you will provide…

• Front Office and Service Support
  
  
  
  • Provide backup phone coverage for receptionist as needed
  
  
  • Assist with service call intake and dispatch support during high-volume periods
  
  
  • Communicate professionally with customers regarding service needs and documentation
  
  
  
  


• Service Documentation Processing
  
  
  
  • Organize and scan service technician paperwork
  
  
  • Match returns and completed checklists to corresponding service tickets
  
  
  • Scan and forward finalized documentation to accounting department
  
  
  • Track and monitor white tags (warranty parts related to warehouse)
  
  
  
  


• Quoting and Contract Administration
  
  
  
  • Draft service quotes as needed by verifying parts and part numbers and confirming labor hours needed with service technician. Prices and part numbers will also need to be confirmed with warehouse manager
  
  
  • Prepare proposals for Preventative Maintenance (PM) contracts
  
  
  • Draft and process PM contract renewals, including price reviews and necessary corrections
  
  
  • Enter and update contract renewals in the ERP system
  
  
  • Forward finalized contract documentation to accounting department
  
  
  
  


• Customer Communication
  
  
  
  • Email customers to obtain purchase orders and updated contact information when renewing PM contracts
  
  
  • Maintain accurate customer records in ERP
  
  
  • Send communications for accounts that are 30+ days past due
  
  
  
  


• Accounting Support
  
  
  
  • Prepare and organize physical checks for deposit
  
  
  • Ensure all required documentation is submitted accurately and timely
  
  
  • Handle updating COI for all customers and vendors
  
  
  
  

You’ve got what it takes if you have…

• Exceptional organizational skills and strong attention to detail


• Experience in contract and quoting drafting and processing


• Professional communication skills


• Ability to multitask in a fast paced environment


• Proven administrative proficiency

What we offer...

• Compensation: $25/hour


• Benefits:




• Comprehensive healthcare


• Health Savings Account (HSA) with company contributions


• 401(k) with employer match


• Annual Profit Sharing


• Paid Holidays and sick time


• Paid time off (PTO) after initial probationary period