Office Administrator

Job Description:

Day-to-day tasks will vary, but typically will include a variety of administrative tasks, answering phone calls, bill pay, invoice follow up, ordering parts, and applying for permits. You are direct support to our company's office staff and estimators.

As our office admin you must display effective verbal and written communication skills, ability to interact with a diverse group of clients, colleagues, and inspectors. You are a team player who is comfortable presenting to clients and colleagues.

This is a highly detail-oriented position. You are well organized, responsive, and pay attention to details. You can create notes that are clear and concise. You work well independently, and in group settings. You are experienced in successfully completing tasks within deadlines.

Job Location and Equipment Utilized:

Work is performed virtually three days a week, and in the office two days a week. Equipment utilized includes standard office equipment, provided laptop with associated software. Use of google documents, spreadsheets, and multiple permitting platforms.

Essential Functions:

#1 on phones and office email:

• Provide quality customer service when interacting with all clients, engineers, project managers, and contractors.
• Any free moments in day will be used for contacting Leads on, Wix, Angi, Generac and Mitsubishi
• Follow up on email communication regarding all Generac Warranty questions.
• Ability to take lead if colleague off and provide additional phone/email support is needed
• Follow up on email communication regarding all permitting and inspections.
• Ability to take lead if colleague off and provide additional phone/email support as needed

Pull all required permits needed for each job scheduled:

• Ability to learn, and train new team members on how to successfully pull permits on each portal.
• Track jobs created through Jobber on Job Central.
• Communicate with scheduler of on sites needed leading up to jobs.
• Advise Journeymen of code corrections and work with scheduler to find time for return trips.
• Confirm with the Estimator or Journeymen what is needed for each job if dropdown options are not selected.
• Check to ensure requested inspections are picked up daily.

Required Knowledge, Skills and Abilities

• Ability to work independently with minimal supervision.
• Ability to maintain work pace appropriate to given workload.
• Ability to determine the completeness of plans and documents for permit application submittal.
• Ability to cooperate with others and communicate in a diplomatic manner regarding City services and requirements.
• Ability to analyze various kinds of problems and recommend solutions.
• Knowledge of filing and record keeping procedures.
• Ability to perform detailed and exacting work.
• Ability to operate a computer with associated software and peripherals.
• Knowledge of basic construction terminology, general code and permit requirements.(Prefered)
• Ability to prioritize tasks, elicit cooperation and coordinate efforts to accomplish assigned tasks.
• Ability to communicate effectively both orally and in writing.

Required Physical Traits

• Manual dexterity to utilize a computer and standard office equipment.
• Ability to read written and numerical materials.
• Ability to speak and hear to exchange information.
• Ability to sit and/or stand for extended periods of time.
• Ability to work virtually and in office.

Minimum Qualifications

High School Diploma or GED required with a minimum of one year of office experience, or an equivalent combination of education and experience. College level course work in office management or business administration is preferred.

Job Type: Full-time

Pay: $21.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: Hybrid remote in Everett, WA 98208