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 Miami Project 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