Administrative Assistant

JOB SUMMARY

Provides overall secretarial administrative support for the regional or branch management team under the direction of the local Branch Manager. This role will assist in the managing of administrative functions of the office and support staff in accordance with DBi’s standard operating, reporting, and HR policies and procedures.

SUMMARY OF ESSENTIAL JOB FUNCTIONS

Office Duties

Answers phones, Respond to customers, follow-up calls and record

Create and maintain office folders for new and existing accounts

Coordinate customer cancellations with Billing Administrator

Process customer renewals including printing P & L’s, sending increase letters, submitting changes

Records customer service calls in database under complaints, review with Branch Manager weekly

Have charged receipts signed and approved by manager and sent to Region

Create and maintain vendor files for branch location(s)

Code Payables and submit to Region Office

Make weekly Collection calls to all accounts with invoice over 30 days past due

Maintains office supplies and keeps inventory

Enters PTR’s into Database and files in customer files

Daily/Weekly

Upload Truck/Equipment repair receipts and preventative maintenance forms to share drive

Request Check requests as needed

Completes Purchase Order requests

Coordinates mailing for the Office

Assist in creating monthly technician schedules

Maintain Treatment Log

Submit customer changes to Region for updates in Oracle

Support Branch Manager with recruitment, printing of applications and resumes

Works with Branch Manager and region to complete weekly/monthly billing

Submits Target billing to corporate weekly

Creates Project Setup Reports (PSR’s) for target work through the system

Creates Requisition request for subcontracted work over $5,000.00

Enter time sheets daily/weekly & maintains payroll records

Support Sales team and help create proposals/bids/marketing materials

Create and maintain monthly commission logs and tech referral sheets-submit to BM for approval

Maintain personnel files for all branch personnel

Process new hire and termination paperwork submit to region/corporate

Faxes and e-mails as needed

Maintains reports as necessary

EOE/AAP M-F-D-DV