Administrative Assistant

Duties & responsibilities:

• Processing of new contract and sales in Aspire software and data entry of contacts and properties for sales reps and managers
• Billing, scheduling, and processing of irrigation work and snow billing including processing of contracts
• Assist Maintenance BU Leader with closing out work tickets every month when needed
• Run monthly and miscellaneous when requested by management or sales representatives
• Assist irrigation manager when needed for scheduling of commercial irrigation technicians and approving their time
• Help with maintenance department communications for essential information and meetings
• Assist clients with their inquiries and getting them to correct salesperson if it does not pertain to irrigation
• Collect payment information including credit card information over phone or collecting checks and communicating to AR about payments
• Process backflow test reporting through the city and other metro districts and monitor expiration dates for certificates and permits and schedule employees for classes and get permits renewed
• Send out invoices for approval and assist management and sales reps with corrections if needed
• Keep digital files organized where they can be easily accessible to team members
• Provide backup for creating PRs for irrigation technicians as well as phone team during absences or vacations
• Other duties as assigned

Requirements:

• High School Diploma or equivalent plus 2 years experience in administration
• Demonstrate a consistent positive attitude and customer focus and relationship building.
• Strong PC skills; proficient in Microsoft Office and strong data entry skills.
• Ability to work in a fast-paced environment and be a self starter.
• Ability to work with internal and external customers. Demonstrates keen sense of urgency, pride and ownership for individual growth and team success.
• Strong verbal and written communication skills as well as excellent telephone etiquette.
• Ability to deal with sensitive and confidential material.
• Organizational, multi-tasking and prioritizing skills.

Ability to travel on occasion to offsite functions and/or to pick up supplies/materials.

Desired qualities to include:

• Bilingual in English and Spanish
• Experience in accounting experience
• Bachelor's degree in business or working on a degree