Job Information
Energy Savers Inc. Full Time Operations/Office Assistant in Seattle, Washington
We are a family owned weatherization company looking for a full-time Operations/office Assistant. Applicants must be self starters, able to adjust to switching gears as needed as every day might be a little different when it comes to prioritizing your day, GREAT communication skills, not afraid to ask questions and the ability to do some research on your own to better understand the processes and help streamline any processes to help things run smoother. Schedule is Monday - Friday 8am-5pm.We are able to be flexible with the schedule and will consider 1-2 days of remote work
Must be fluent in English; some Spanish would be a great asset. Must be proficient in MS Word, Excel, MS Teams, and Adobe. QuickBooks data entry knowledge is a plus.
Duties-
- Answer and direct phone calls
- Monitor, review and coordinate emails
- Organize and schedule jobs and appointments
- Plan meetings and take detailed minutes
- Write and distribute email, correspondence memos, letters and forms
- Assist in the preparation of regularly scheduled reports
- Manage, maintain and update existing company filing system
- Update and maintain office policies and procedures
- Order office supplies and research new deals and suppliers
- May assist in booking travel arrangements
- Provide general support as point of contact to agencies, clients and vendors
- Opening office, collecting and distributing mail daily
- Clean office and water plants weekly
- Assist in scheduling/monitoring subcontractors
- Assist in providing work information/translation to Spanish
- Job Processing
- Input client data into QuickBooks
- Create administrative and operational folders
- Coordinate and schedule appointments with clients
- Coordinate and schedule estimates and walkthroughs with office personnel
- Manage jobs board and electronic calendar
- Coordinate/provide job information with crew leads/members
- Receive job file rom crew and verify that field forms are complete
- Upload completed job files
Once training is complete and you are confident in your abilities to complete those duties without assistance, there will be room for growth and training in other areas of the company.