Service Administrative Assistant

Overview:

Responsible for the administrative duties required to operate a Crane Service branch. Assists in and ensures efficient and effective communication with branch personnel.

• Oversees the day-to-day administrative operations of the Crane Service branch
• Organizes office operations and procedures such as word processing, flow of correspondence, filing, and other operational duties; evaluates office production and revises procedures to improve efficiency of workflow
• Responsible for answering the incoming phones, monitoring departmental email inboxes and ensuring that messages are properly routed; actively works to address customer issues, even in the absence of key personnel. It is not acceptable to just take a message without first asking if you can be of assistance - it may be a critical question or message from a customer or supplier
• Responsible for processing completed service invoices and parts sales invoices
• Responsible for financial reporting as required
• Processes orders for all necessary equipment and supplies; orders within budgetary guidelines and maintains office supplies
• Accounts for administrative budget and provides reports to management as requested
• Maintains acceptable DSO levels
• Responsible for completing job closings on a monthly basis; any questionable closing should be brought to the attention of the Service Manager for final review
• Completes or assists with special projects as requested
• Assists Service Writers sending completed inspection reports to customers
• Sends completed invoices to customers
• Works with training department to ensure all department personnel are maintaining required training and are up to date on needed certifications
• Files and retrieves branch documents, records and reports
• Assists with overall maintenance of the branch files and office organization
• Participates and contributes to all departmental meetings.
• Other duties as assigned.

Education

• A high school diploma or GED is required; trade school, military, or technical college training program preferred.

Experience & Skills

• Willingness to learn and stay educated in the crane industry; as cranes become increasingly sophisticated, internal and external communications must keep pace
• Valid driver’s license in good standing that meets company requirements
• Light Lifting/Pulling (max 25 lbs.) is generally a part of this type of work and because of the nature of the duties
• Administrator schedule is 40 hours per week but must have the ability to work varied hours to include occasional overtime
• Requires solid written and verbal communication skills
• Demonstrates organizational and communication skills
• Strong analytical, conceptual and planning skills are required
• Excellent math skills and overall PC literacy (Microsoft Office) are required
• Must be detail oriented, self-motivated and disciplined with the ability to multi-task
• Must successfully complete a criminal background check, physical, drug screen and E-verify

The Mazzella Way

Mazzella is a family owned company that puts people first. With over 800 employees and 30 locations we are the humble leaders in the industry. We offer market competitive compensation and a wide range of benefits, including paid time off, affordable and comprehensive health insurance, dental, vision, 401(k) with company match, life insurance, and disability insurance.

Why Team Members join Mazzella:

• Team-oriented environment
• A real Work life/ Home life balance
• Growth and Development Opportunities including a Lifelong Learning Career Path
• Humble, Hungry, Smart Culture
• Market Competitive Salaries
• Free Virtual Doctor visits with $0 copay (Teledoc)
• Tuition Reimbursement

Mazzella Core Values:

Safe -personal commitment to all stakeholder’s well-being; purposeful control of risk

Lifelong Learner – routinely acquire new skills and capabilities that bring value

Humble – lack excessive ego or concerns about status; emphasize the Team over self

Hungry – always looking for more, self-motivated, and diligent; do more than to just get by, committed

Smart – common sense about people, good judgement, and intuition around their impact on group dynamic