General Administrative Assistant

DEPARTMENT G&A

REPORTING MANAGER: Regional Operations Manager 

WORK SCHEDULE: Full-Time

STATUS:                                           Non-exempt Overtime as needed upon approval

RATE:                                                Hourly

Summary of duties and responsibilities

Duties include but are not limited to the following: Incoming telephone calls from existing and future customers.  Ability to interact effectively with customers in accordance with AACI’s policy and be knowledgeable in all operations of different departments throughout the company. Duties also include billing of service calls, tracking of technician paperwork, review and submittal of building invoices, work with ROM on misc. tasks and interaction between all departments.   Must be able to work well with others while pursuing team goals for productivity and innovation.

Duties and Responsibilities

Primary Responsibilities:

• Communicate with admin staff, sales, and technical staff, to accommodate the needs of the customer to provide superior customer service.

• Schedule Service Calls and Assist of Scheduling of Test and Inspection.
• Support and complete billing efforts for Install and Service Department.
• Support Regional Operations Manager in projects and other assigned tasks.
• Writing up pricing for service repairs and send to the customer for approval. Once approved request parts and schedule the call.
• Review service reports and timecards for accuracy and follow up with clients and return visits.
• Process credit cards for customer payments as needed.
• Liaison with the Corporate Office for billing issues, reprinting of invoices, discrepancies, and other inquiries.
• Run incident report daily and pass along to correct person/department to be addressed.
• Requesting and follow through on Certificates of Insurance for vendors and new and existing customers.

General Office:

• Assist Regional Operations Manager with any projects and requests that are needed.
• Provide support for all departments when needed.
• Backup for the scheduling team during absences/vacation etc.

Other Responsibilities:

• Must communicate effectively with customers and company staff, be well organized and detail oriented, develop and maintain good relationships with customers.
• Enthusiastically support the company’s efforts to measure service level quality.  
• Other projects and duties as requested by management.

Experience:

Position requires a team-oriented individual with strong organizational, interpersonal, and communication skills with customer service experience.   

Education:

Desirable education requirements:  Associate’s Degree or equivalent work experience. Candidate must be proficient with software applications such as Microsoft Outlook, Excel, and Word.

To perform this position successfully, an individual should demonstrate the following competencies: Judgment - displays willingness to make decisions; exhibits sound and accurate judgment; includes appropriate people in decision-making process; makes timely decisions.  Professionalism- approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions.  Adaptability – adapts to changes in the work environment; able to deal with frequent change, delays, or unexpected events.  Attendance/Punctuality – is consistently at work and on time and ensures work responsibilities are covered when absent.  Dependability – follows instructions, responds to management directions; takes responsibility for own actions; keeps to commitments; completes tasks on time or notifies appropriate person with an alternate plan.   Touch-typing, sales, customer service, or call center experience is a plus.  Use of The Four Way Test in fulfilling your duties:

1. Is it the Truth?
2. Is it Fair to all concerned?
3. Will it build Goodwill and Better Friendships?
4. Will it be Beneficial to all concerned?

The “Four Way Test” of the things we think, say or do, recommended by the Rotary International Foundation has served us well.

Americans With Disabilities Act

American Alarm & Communications, Inc. complies with all aspects of the Americans with Disabilities Act (ADA) and state disability laws. This means that we will not discriminate against qualified individuals with a disability in any phase of the employment relationship including application for employment, hiring, promotions and/or advancement opportunities, termination, compensation, training and any other conditions or privileges of employment.