Job Title

Summary: The Administrative Assistant is responsible for providing comprehensive administrative support to the Branch Staff Personnel (Branch Manager, Field Operations Manager and Sales Representative(s)). Duties include customer communication, answering calls, preparing documents, maintaining records, accounts receivable activities, field operations support, and overseeing office operations.Essential Duties and Responsibilities include the following:Administrative Support:and#149;Answer and direct telephone calls, take messages, and address routine inquiries promptly and professionally.and#149;Support the Branch Staff Personnel through a variety of tasks related to organization and communication, including data entry, filing, and document management.and#149;Assist in the preparation of service contracts, proposals, and reports.and#149;Assist the Branch Staff Personnel with accounts receivable tasks, including tracking payments, and resolving discrepancies.Field Operations Support and Job Coordination:and#149;As directed by Field Operations Manager:and#61551;Coordinate with clients to schedule service appointments and respond to inquiries in a timely manner.and#61551;Dispatch service calls to technicians, ensuring prompt response and resolution of issues.and#61551;Collaborate with technicians and field staff to ensure all service tasks are completed efficiently and according to company standards.and#61551;Manage and maintain accurate records of service requests, maintenance schedules, and technician assignments.and#61551;Process payroll for technicians ensuring accuracy and timeliness.and#61551;Review work orders and determine required billing and parts.and#61551;Process parts requests and coordinate with the central office (e.g., Knoxville).and#61551;Update dispatch boards and project tracking sheets as directed.and#61551;Participate in coordination meetings and maintain project visibility across ventory and Parts Management:and#149;Organize, receive, and maintain branch inventory.and#149;Disburse parts and manage return processes (RMAs) and board repairs.and#149;Ensure timely delivery and tracking of all parts and materials.and#149;Monitor inventory levels and coordinate with suppliers to ensure timely procurement of necessary parts and equipment.Accounts Receivable:and#149;Monitor accounts receivable reports and initiate collection activities at the branch level.and#149;Communicate with customers regarding outstanding invoices.and#149;Maintain accurate documentation in company software.01.2026General Support:and#149;Ensure the front office area is organized and presentable, managing incoming and outgoing mail and deliveries, maintaining office supplies inventory, and overseeing the neatness and functionality of the workspace.and#149;Coordinate maintenance and repairs of office equipment, liaising with vendors and technicians to promptly address any issues and minimize disruptions to daily operations.and#149;Coordinate with Knoxville Support Staff all uniform orders to facilitate smooth and timely procurement processes.and#149;Coordinate with Knoxville Support Staff to assure accurate records of employee licenses, including those for Certified Elevator Technician program, QEI program, and various State licenses.and#149;Provide ongoing support to the Branch Staff Personnel, demonstrating flexibility and adaptability to changing priorities and demands.and#149;Fulfill any other duties as assigned by Branch Manager to contribute to the overall success of United Elevator Services.Other Duties as assigned.Supervisory Responsibility:This job has no direct supervisory responsibilities.Qualifications:To perform this job successfully, an individual must be able to carry out each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability equired. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.Education/Experience:High school diploma or equivalent required.1-3 years of relevant work experience preferred.Language Ability:Effectively and proficiently communicate in both oral and written form with employees, clients, vendors, and management. Strong interpersonal communication skills. Must have good grammar, voice, and puter and Office Skills:Proven experience with PC platforms and knowledge of office programs to include, but not limited to, email, word processing, and spreadsheets.Personal Skills:Interface with employees, clients, vendors, and management. Good time management skills, ability to prioritize duties, ability to multi-task, and a concentrated attention level. Regular and predictable attendance during office hours. Ability to get along with others.Physical Demands:The employee will regularly talk and listen. Frequently, the employee will sit, walk, use hands and fingers, handle or feel, and reach with hands and arms. This role involves repetitive wrist, hand, and finger movement. Visual activities include hand-eye coordination to facilitate use of computer and phone.and#149;Sitting: 80%and#149;Standing/Walking: 20%and#149;Reaching/Typing: 90%and#149;Lifting: Occasionally up to 20-50 lbs.Environmental Conditions:The employee will primarily work in an office environment. The employee may be exposed to moderate noise.