at Hill Fire Protection in Franklin Park, Illinois, United States
Job Description
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 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 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
The Hill Group is an Equal Opportunity Employer. As an Equal Opportunity Employer, we hire without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status or disability.
