Administrative Support Specialist

Position summary: The Administrative Support Specialist is an intricate member of the corporate Commercial Service Department. This position plays a vital role in the smooth operation of our office by managing incoming calls, processing purchase orders, and ensuring timely follow-up on a high volume of quotes.

Position responsibilities:

• Answer and direct a high volume of incoming phone calls in a professional and courteous manner.
• Locate the client in ServMan, generate work order number and forward it to the appropriate regional CSC. Notify the CSC’s of the new works order.
• Track and follow up on open quotes to ensure timely responses and conversions using existing process.
• Send follow-up emails to vendors and customers to request or confirm quotes.
• Generate weekly quote reports every Monday and copy the Quotes Coordinator.
• Coordinating with CSCs to schedule jobs for technicians.
• Communicate with vendors, customers, and internal teams to obtain and relay information
• Maintain accurate records of communications, quotes, and orders in the company’s system (ServMan)
• Support office staff with general administrative tasks as needed
• Knowledge of industry terms a plus. Example (T&M-Time and Material, PO’s WO’s etc.)
• Maintain confidentiality of sensitive company and client information

Essential skills, knowledge, and experience:

· Associate’s degree in business preferred; or equivalent experience.

· Proven experience in an administrative or customer support role (HVAC or construction industry a plus)

· Proficient with Microsoft Office Suite (Excel, Outlook, Word) and basic office technology

· Familiarity with CRM or field service software is a plus

· Highly organized and detail oriented.

· Excellent phone etiquette and interpersonal communication skills

· Ability to work efficiently under pressure in a fast-paced environment

Physical demands and work environment: The physical demands and working conditions described below are requirements that must be met by employees to perform essential position responsibilities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role.

§ Physical demands: While performing the position responsibilities for this job, the employee is required to sit, stand, walk, use and reach with hands and arms, balance, talk, and hear. The employee must possess finger dexterity, including the ability to make precisely coordinated movements of the fingers of one or both hands. The employee must occasionally lift and move up to 15 pounds. This position requires the employee to sit up to 95% of the shift. Vision abilities include close, distant, and color vision and the ability to adjust focus.

§ Work conditions:While performing the position responsibilities for this job, the employee’s workstation is located indoors with a minimal level of noise. The work schedule will be assigned by the supervisor. Overtime may be requested by the supervisor.

§ This position is onsite: Monday-Friday 7:30am-4:30pm

Job Type: Full-time

Pay: $19.00 - $21.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No weekends

Experience:

• Administrative Support: 2 years (Required)
• Microsoft Excel: 2 years (Required)

Ability to Commute:

• Greensboro, NC 27407 (Required)

Work Location: In person