Service Administrative Assistant

Summary:

The Service Administrative Assistant will provide administrative support to the service department within the Hill Fire Protection division of The Hill Group. The Service Administrative Assistant liaises closely with the Fire Protection department to assist in the achievement of the project goals and objectives. 

Key Responsibilities:

• Provide telephone coverage for service department
• Assist Service Manager and Sales Representatives as needed
• Service Coordinator back-up, including but not limited to taking ER service calls, setting up new work orders, dispatching to field, assistance maintaining service/inspection scheduling board
• Miscellaneous department projects and tasks, including but not limited to scanning, faxing, filing, mailing, and data entry into Penta/ Inspect Point and Excel
• Inspection follow-up calls
• Process billing, requests, permits, and fees
• Month end reporting
• New customer setup
• Proof quotes and send out renewals
• Reconcile special client work orders and reports
• Process subcontractor agreements/customer purchase orders
• Complete and distribute Service Meeting Minutes and books resources for meetings/departmental training
• Weekly Payroll entry from field
• Accounting work, including but not limited to Service department collection phone calls and assisting Accounting Administrator with construction collections and other tasks as needed
• Process vendor invoices
• All other duties as assigned

Experience and Qualifications:

• High school diploma or general education degree (GED) required, Associates degree preferred 
• Minimum of two years’ relevant experience
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint); experience in PENTA or Inspect Point is a plus

Other Qualifications:

• Must be well organized and pay attention to detail
• Experience with Word, Excel and databases
• Ability to multi-task and prioritize under strict time constraints
• Excellent customer service skills and phone etiquette
• Ability to be assertive but accommodating
• Ability to adjust quickly to changing priorities and remain flexible
• Must be proactive and able to work under minimal supervision
• Must be reliable and efficient, producing quality work
• Must maintain composure under pressure during high volume periods
• Must have desire to further education and knowledge of sprinkler industry