The Administrative Assistant will support the Office Manager and Operations Manager by managing various office processes and procedures.
Responsibilities:
- Answer and direct office calls courteously and promptly.
- Record service requests received via phone or email in FileMaker.
- Address customer inquiries regarding invoices or accounts through phone or email.
- Process credit card payments, including pre-authorized ones, via Moneris.
- Post cash, cheque, EFT, and credit card payments to relevant accounts in QuickBooks.
- Receive parts into inventory and close purchase orders.
- Perform three-way matching and post vendor bills in QuickBooks.
- Process warranty paperwork accurately and in a timely manner.
- Package, expedite, and ship warranty parts to vendors.
- Update customer and vendor records as necessary.
- Follow up on overdue customer accounts.
- Provide vacation coverage for the Office Manager when needed.
- Assist with additional administrative tasks as required.
Education, Skills, and Knowledge:
- High School Diploma or GED.
- Exceptional written and verbal communication skills.
- Strong planning and organizational abilities.
- Excellent interpersonal and multitasking skills.
- Proficiency in MS Office (Outlook, Word).
- Experience with FileMaker and QuickBooks Online is an asset.
- This revision sharpens the structure while maintaining the content. Let me know if you'd like further adjustments!
