Office Administrator

Job Overview:

The Office Administrator will play a crucial role in coordinating and optimizing the scheduling of water filtration system installations, maintenance, and service calls. Be sure to ensure efficient resource utilization, timely project completion, and exceptional customer satisfaction.

Responsibilities:

Schedule Management:

• Plan and organize the daily, weekly, and monthly schedules for installation, servicing, and maintenance of water filtration systems.
• Dispatch and schedule service techs for installs, rebeds and service calls as well as rescheduling and handling time off requests
• Coordinate with the sales team to align installation schedules with customer commitments and expectations.

Resource Allocation:

• Assign tasks to field service technicians based on skills, location, and workload, optimizing efficiency and response time.
• Collaborate with warehouse and inventory teams to ensure timely availability of equipment and materials for scheduled jobs.

Customer Communication:

• Communicate with customers to confirm appointments, provide arrival windows, and address any scheduling-related inquiries.
• Notify customers of any schedule changes or delays and ensure a high level of customer satisfaction.

Billing and Order Taking:

· Process customer orders, ensuring accuracy and timely delivery of products and services.

· Record all Service Quotes

· Creation of bookings and invoices including customer confirmations

· Follow up of overdue accounts

· Generate invoices, receipts, and other billing documents, and send them to customers including monthly service rental and payment plan customers

· Verify and reconcile invoices, and receipts to ensure accurate billing.

· Respond to customer inquiries regarding billing, order status, and product availability.

· Coordinate with the sales and operations teams to resolve any billing or order-related issues.

· Maintain customer records and update relevant information in the database.

· Assist with the maintenance of inventory.

Data Maintenance:

• Maintain accurate and up-to-date records of service schedules, technician availability, and customer information in the scheduling system.
• Generate and analyze reports to track performance metrics and identify areas for improvement.

Problem Resolution:

• Address and resolve scheduling conflicts, emergencies, or unforeseen events that may impact the planned schedule.
• Collaborate with the customer service team to manage and resolve any customer concerns related to scheduling.

General Administration

· Maintain confidentiality of sensitive information and ensure compliance with data protection regulations.

· Collaborate with different departments to streamline processes and improve overall efficiency

Qualifications:

· High school diploma or equivalent; additional certification or training in office administration is a plus.

· Proven experience as an Office Administrator, office assistant, or in a similar administrative role.

· Proficient in MS Office (Word, Excel, PowerPoint) and other relevant software.

· Excellent organizational and multitasking skills with the ability to prioritize tasks.

· Strong attention to detail and accuracy in data entry and record-keeping.

· Exceptional verbal and written communication skills.

· Ability to work independently and as part of a team in a fast-paced environment.

· Professional demeanor, with excellent interpersonal skills and the ability to build relationships with stakeholders at all levels.

· Knowledge of basic accounting principles and experience with financial tasks is preferred.

. planning and organization skills: you rely on your planning and organization skills to organize daily operations. Planning helps you to anticipate company operations for the coming week or month. Organizational skills are useful in scheduling workers and planning their rosters.

. team coordination: you should be good at managing teams to schedule work activities appropriately and ensure every employee completes their tasks on time. Team coordination skills also help you communicate information accurately to various employees.

. problem-solving skills: as a scheduler, you rely on your problem-solving skills to solve schedule inadequacies. For instance, delayed inventory or equipment breakdown can lead to holdups, and you need effective solutions to prevent production delays.

Join our team and contribute to the success of Water Filtration Products & Services. As an Office Administrator, you will be an integral part of our organization, ensuring efficient operations and supporting the achievement of our goals.

Job Type: Full-time

Salary: $20.00-$24.00 per hour

Expected hours: 40 per week

Schedule:

• Monday to Friday
• Weekends as needed

Ability to Commute:

• Welland, ON L3B 5N5 (required)

Ability to Relocate:

• Welland, ON L3B 5N5: Relocate before starting work (required)

Work Location: In person