Overview
Administrative Assistant- Receptionist Jobs in Tacoma, WA at Dickson Frohlich Phillips Burgess PLLC
JOB DESCRIPTION:
Schedule jobs and organize materials for clients, crew leads/foremen and suppliers. Record, relay, and log daily business information and perform general office duties. Manage inventory & organization of shop and storeroom.
TRAINING:
Department teamwork
Service Fusion Training
Instructed on how to perform all duties related to the Crew Coordinator job position
RESPONSIBILITIES:
Communicate with residential customers, contractors, subcontractors, suppliers and foremen/leads via phone, email, and in person
Address incoming phone calls and emails by putting action to requests, inquiries and pertinent information and following threads and conversations through to completion.
Keep track of customer files and information
Schedule new jobs for customers
Manage the complete schedules of paint crews, including dispatching, updating customer information, ordering product, revising completion and start dates, etc.
Chart daily employee attendance for crews under management
Order paint and supplies
Send off paint crews daily
Manage existing and create new 5S organizational systems
REQUIRED SKILLS:
Friendly customer service
Highly organized
Highly detail oriented
Ability to prioritize tasks
General computer proficiency
Proficiency with Microsoft Office and equivalent Google Suite applications
Fast typing speed
Ability to navigate web pages with ease
Strong oral and written communication skills
Ability to remain calm under pressure/high capacity
Ability to retain a large amount of information and handle appropriately
Ability to manage multiple, simultaneous projects with deadlines
Effective time management skills
Ability to think creatively to come up with new systems and ideas
Trustworthy
High level of flexibility
Punctual
PREFERRED SKILLS:
Familiarity with Quickbooks software
Bilingual in Spanish and English
EDUCATION:
High School Diploma, Higher Education preferred
OTHER JOB INFORMATION:
Full time work; approximate hours:
Summer/Early Fall: 7:00AM – 4:00PM
Late Fall/Winter/Spring: 7:00AM – 4:00PM
Office Location:
500 E Main St, Monroe, WA 98272
DETAILED JOB DESCRIPTION
A DAY IN THE LIFE:
AM First tasks: Review all active jobs (5-7)
Make call to each crew
Make call to update active clients regarding any changes, questions, anomalies, issues that come up
Make call to all next-in-line future clients that will have a schedule slide
Every Monday: Review all midweek job-starts, that haven’t yet started
Daily: Review schedule for 1-2 weeks out
Ensure PWs have been or are being completed
Look in the Unscheduled queue and tentatively schedule jobs in available white space based on location and team (work with other Coordinators to level-load and optimize location/team/difficulty dynamics)
Daily: Review paint orders for all 2 week-out jobs and greater
Order paint for all 2 week-out jobs
Check that paint has been ordered for all jobs inside 2 weeks work on any issues with client colors and slide clients as required if colors are not received
Weekly: Review schedule for 2-4 weeks out
KEY CONTRIBUTIONS TO THE CUSTOMER LIFECYCLE:
Customer Service: Every customer is always informed of what to expect, when we show up, any scheduling changes
Includes a final follow-up check-in with the client upon finishing job to ensure client is satisfied and job is complete
Paint Ordering: All paint always ordered on time, delivered on site
Color/Product Coordinating: Samples, color matches, stain matches all coordinated and received 2 weeks before
Crews: Every crew gets all their contracts, dispatching, scheduling updates
Dispatching done via Service Fusion, reviewed weekly with crew
Crew Check-Ins: Every crew available for any question regarding job information
Service Fusion: Keep Service Fusion updated real time
Maintain customer files with all updates
Monitor job progress via task list milestones with each crew
Keep schedule filled (no white space)
Change job status throughout job lifecycle until “Completed” Status -> Triggers Finance Department to invoice client
Scheduling:
All crews scheduled with full schedules as it suits their availability
All clients given a tentative date (±2 weeks) within 24hrs of acceptance
Goal is to have little to no clients with unknown start dates, from a customer service standpoint. We want to be able to reliably tell them how quick we could complete their project.
Every won estimate converted to a job by an Ops Coordinator, scheduled FIFO (Scheduling Manager manages the queue to ensure no fall-throughs)
Job Type: Full-time
Pay: $23.00 – $27.00 per hour
Expected hours: No more than 40 per week
Benefits:
Dental insurance
Health insurance
Paid time off
Schedule:
8 hour shift
Monday to Friday
Education:
High school or equivalent (Required)
Experience:
Customer service: 2 years (Required)
Language:
Spanish (Preferred)
Ability to Commute:
Monroe, WA 98272 (Required)
Ability to Relocate:
Monroe, WA 98272: Relocate before starting work (Required)
Work Location: In person
Title: Administrative Assistant- Receptionist
Company: Dickson Frohlich Phillips Burgess PLLC
Location: Tacoma, WA
