WARE MECHANICAL, INC.

JOB DESCRIPTION

Job purpose

The Administrative Assistant/Dispatcher is responsible for scheduling and dispatching service calls to HVAC technicians.  In addition, they are responsible for handling incoming calls, billing, parts orders and collections.

Duties and responsibilities

• Answer incoming calls and ensure they are handled appropriately.
• Greet and assist walk-in customers.
• Schedule service agreement and service calls.
• Work closely with HVAC technicians to ensure excellent service to customers.
  • Develop relationships with technicians and customers to enable outstanding customer service.
  • Act as liaison between HVAC technicians, customers and management.
• Billing and Collections
  • Ensure billing is completed for all calls.
  • Ensure that monthly statements/calls/letters are sent for any outstanding balances.
  • Advise Office Manager when all efforts to collect have been exhausted.
• Maintain parts order system: (updating board on a daily basis.
  • Ensure parts are ordered.
  • Follow up on outstanding parts orders.
  • Check in all parts upon delivery.
  • Schedule work when parts are received.
  • Track all quotes and follow up once sent to customer.
• Ensure that all paperwork is filed in a timely manner.
• Continually search for ways to improve Ware Mechanical, Inc.
• Assist Office Manager with payroll, reporting, etc., as needed.

Requirements:

• High school diploma or equivalent qualification.
• A minimum of 2 years’ experience in a clerical position.
• Strong knowledge of office procedures and basic accounting processes.
• Proficiency with MS Office.
• Experience in SAP is a plus but not required.
• Outstanding communication and organizational skills.
• Must be a fast typist with excellent multi-tasking abilities.

NO PHONE CALLS PLEASE. Send Resume to email.