Administrative Assistant

Description:

Overview Acoustical Sheetmetal Company, a privately-owned custom manufacturer of generator enclosures located in Virginia Beach, Virginia is in search of a Field Service Administrative Assistant to perform a variety of duties in support of our expanding field service organization. Responsibilities Develop and utilize systems under the direction of the Field Service Manager to: Schedule field service projects Publish field service reports based on input from field service staff Track outstanding work needed to be scheduled and coordinate with manager to schedule work, communicate schedules to customers and prepare dispatch instructions to staff assigned to project Provide timely quotes to customers and ensure receipt of purchase orders before work performed Work with accounting to invoice projects promptly upon completion of work Assess actual project costs versus estimates and recommend improvements in the quote process Maintain all project specific information in electronic filing systems easily accessible to the department and others in the organization Coordinate schedule and specific site needs with customers including: Special paperwork needed for site access Working hours on site Point of contact while on site Track hours and receipts to projects Assemble support for credit card charges with receipts provided by field service staff Coordinate with manufacturing and other operations personnel to ensure delivery or manufacture of parts needed by field service staff Assist field service staff as needed with expediting parts and supplies to work sites Drop off and pick up parts and supplies as needed

Requirements:

Qualifications Experience in a fast-paced environment. Knowledge of field service or manufacturing operations and processes a plus. Excellent oral and written communication skills with experience in customer service Advanced level of proficiency with Microsoft Office products Demonstrated ability to multi-task and prioritize Superb organization and time-management skills Clear driving record Deadline and detail oriented Ability to work with diverse teams, multiple organization levels and across business functions