Administrative Assistant

Job Summary

Specific Duties:

The Administrative Assistant will have a variety of duties and activities to perform on a daily basis, with the main priority being reception, data entry, and customer service. The list, below, details the specific duties assigned to this role. Please note, this list is subject to change and other related duties may be asked/required of the employee.

The pay rate for this role is $22-$23/hr based on experience.

Job Description

Specific Duties:

The Administrative Assistant will have a variety of duties and activities to perform on a daily basis, with the main priority being reception, data entry, and customer service. The list, below, details the specific duties assigned to this role. Please note, this list is subject to change and other related duties may be asked/required of the employee.

Reception

• Greet and assist office visitors in a welcoming and courteous manner.
• Process/accept customer payments. (paypal, square, cash, etc)
• Operate a multi-line phone switch board: answer incoming calls, respond to voicemails.
• Record messages and customer information accurately and promptly.
• Handle BC One Calls and relay information appropriately.
• Maintain spreadsheets for tracking training courses offered to clients.
• Direct calls to the appropriate individual and respond to inquiries.
• Book appointments for customers with the appropriate arborist/manager.
• Provide sales manager support.
• Conduct courtesy, follow up, and reminder calls for clients.
• Monitor and respond to emails.
• Maintain spreadsheets for municipal client tree list(s).
• Speak/interact with customers in a professional and courteous manner.
• Provides general information to customers about company and services.

Data Entry

• Prepare invoices and statements.
• Record and input client information into Outlook & Arborgold for appointments.
• Inputs proposals into database and prepares work orders/quotes as required.
• Prepare Consulting Reports as required.

Clerical

• Responsible for the creation of work orders for various clientele.
• Organize incoming and outgoing mail, faxes, files, invoices, and receipts as required
• Files all correspondence, proposals, and completed work.
• Post reminders around the office for: time sheets, upcoming events as required.
• Keep the office and greeting area for customers tidy and free from clutter/equipment.
• Participate in organizing team events, advertising team education and travel arrangements.

Qualifications:

• Minimum Education: high school, office administrative training is preferred.
• At least 2 years of reception/office experience.

Knowledge, Skills & Other Attributes:

• Excellent interpersonal skills.
• Team building skills.
• Strong communication skills – verbal & written.
• Demonstrates attention to detail.
• Strong organization & time management skills.
• Stress management skills.
• Respectful, honest, & trustworthy.
• Represents company in a professional manner.
• Willingness to help others.
• Moderate to extensive knowledge of office administration & management.
• Analytical decision making & problem-solving skills.
• Practices active listening.
• Demonstrates high proficiency in MS Office applications.
• Perform due diligence & confidentiality measures for sensitive information.
• Demonstrates cultural awareness & sensitivity.
• Approaches earning and work in a flexible manner.
• Supportive & collaborative.

 

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The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose they pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)