ADMINISTRATIVE ASSISTANT - PLUMBING SERVICES

Description

Position Summary

The Administrative Assistant - Plumbing Services provides day-to-day administrative and operational support to the Plumbing Services team at Nixco Plumbing / Haven Services.

This position works directly under the Operations Support Manager and serves as a key backup resource for the office and field operations team. The Administrative Assistant must be flexible and willing to assist wherever needed to help maintain strong customer service, efficient scheduling, accurate administrative processes, and consistent support for our service technicians and managers.

The successful candidate will be organized, dependable, customer-focused, able to work in a fast-paced service environment, and comfortable handling multiple responsibilities throughout the day.

Essential Duties and Responsibilities

Operations Support

· Serve as the primary administrative backup to the Operations Support Manager.

· Assist with daily operational and administrative responsibilities as assigned.

· Support plumbing service managers and field technicians with administrative needs.

· Help maintain communication between the office, dispatch, management, and field teams.

· Assist with job follow-up and other operational tasks necessary to keep work moving efficiently.

· Provide additional administrative support as business needs change.

  Dispatch & Scheduling Backup

· Provide backup coverage for dispatch when needed.

· Schedule and reschedule plumbing service calls.

· Communicate schedule changes and job information to technicians and customers.

· Assist with technician scheduling and daily job flow.

· Help ensure jobs are assigned and scheduled appropriately.

· Escalate scheduling or customer concerns to the appropriate manager when necessary.

Customer Service / Phone Support

· Answer incoming telephone calls when providing CSR or operational backup.

· Assist customers professionally and courteously.

· Gather accurate customer and job information.

· Assist with booking service calls.

· Route calls to the appropriate department or team member.

· Provide backup CSR coverage as needed.

· Maintain a professional customer experience during every interaction.

Job & Administrative Processing

· Assist with batching and processing completed service jobs.

· Review job information for completeness when assigned.

· Assist with documentation, paperwork, data entry, and recordkeeping.

· Help identify missing information and communicate with the appropriate team member for correction.

· Assist with ongoing and follow-up jobs as directed by the Operations Support Manager.

Inventory Backup

· Provide administrative backup for inventory operations when needed.

· Assist with receiving, documentation, purchase orders, parts information, and other inventory-related administrative tasks as assigned.

· Help coordinate materials or job-related information between inventory, office personnel, and technicians.

· Support inventory processes during vacations, absences, or periods of increased workload.

Requirements

  Qualifications

· High school diploma or equivalent.

· And/or three years of service-industry knowledge or relevant experience.

· Strong organizational and time-management skills.

· Strong verbal and written communication skills.

· Ability to communicate professionally with customers, technicians, managers, and coworkers.

· Ability to manage multiple responsibilities in a fast-paced environment.

· Basic computer and data-entry skills.

· Dependable attendance and ability to work a consistent 40-hour workweek.

Preferred

· Previous plumbing, HVAC, home-services, or skilled-trades office experience.

· Previous dispatch or scheduling experience.

· Customer service or CSR experience.

· Inventory or purchasing experience.

· Experience working with field-service management software.

Skills & Competencies

· Customer-first attitude

· Strong communication

· Organization and attention to detail

· Dependability and accountability

· Ability to prioritize changing responsibilities

· Teamwork and willingness to assist others

· Professional telephone skills

· Problem-solving ability

· Ability to work effectively with field technicians

· Ability to accept direction and follow established processes

· Willingness to learn multiple office functions

· Positive and professional attitude

Position Expectations

Because this is a support position, responsibilities may shift depending on the daily needs of the Plumbing Services operation.

Cross-trained coverage includes: Operations Support | Dispatch | CSR/Phones | Scheduling | Batching | Inventory Support | 

Job Follow-Up | General Administration

The purpose of this position is to help ensure that the office and field teams have the administrative support necessary to provide excellent service to our customers and operate efficiently.

Equal Opportunity Employer - AAP/M/F/V/D/SO