Operations Coordination Assistant in Lynnwood, Washington at University Mechanical Contractors, Inc

Starting Salary Range: $26.44 - $35.10/hour; depending on experience

Location: Lynnwood, WA

Classification: Non-Exempt

Must be eligible to work in the U.S. - Sponsorship not available

Position Overview:

Provides administrative support services to the Service Group. Job assignments can vary depending on priorities that day.

Key Responsibilities:

• Enter work orders into Viewpoint (accounting/dispatch system)
• Answer telephone and convey messages
• Update forms and lists as needed
• Maintain customer work order portals (Service Channel, Corrigo + others)
• Provide daily back-up to Dispatch/Operations as well as cover full time when they are on PTO
• Review completed quick response work orders for completeness and accuracy
• Generate, distribute & upload invoices for payment
• Review older open work orders & follow up with others to get them completed
• Help to follow up on past due invoices/inquiries
• Respond to customer general inquiries when submitted thru dispatch email
• Perform credit card payments
• Make phone calls to clients, vendors and subcontractors as needed.
• Set up new customers / sites in Viewpoint database
• Generate and update Field On Call 6 month schedule and update answering service
• Regular attendance and promptness are considered part of each employee's essential job functions.

Secondary Responsibilities:

• Enter & Issue Purchase Orders into Viewpoint from PO Log
• Backup Backflow testing record keeping & updating City portals & gauge calibration

Required Skills and Abilities:

• Proficiency with MS Outlook, Excel, Word, PPT, and Project.
• Accuracy and efficiency with administrative and clerical procedures and best practices. including filing and records management systems.
• Professionalism and efficiency communicating on the phone and taking messages.
• Excellent organizational skills.
• Ability to work effectively with a team as well as independently.
• Ability to manage multiple interruptions and manage priorities.

Preferred Education and Experience:

• AA or three (3) years customer service job experience (or equivalent) preferred.
• Customer service experience required.

Required Licensing and Other Certifications:

• Maintain a valid driver’s license and satisfactory driving record.