Overview
Administrative Assistant Jobs in Lansing, MI at Confidential
JOB TITLE: Administrative Assistant
Qualifications
– Proficient in Microsoft Office suite
– Skilled in data entry and management
– Strong organizational skills with a focus on filing
– Excellent customer service and phone etiquette
– Solid computer skills and program management experience
– Previous experience in administrative roles
– Ability to multitask and prioritize tasks efficiently
JOB SUMMARY:
– Responsible for the day-to-day efficient operation of the company’s operations
– Timely filing and customer satisfaction
– Scheduling and communicating with customers
– Handling customer retention, disputes, and complaints
– Administering new employees and daily operations to ensure profitability and happy customers
REPORTS TO: President/GM
ESSENTIAL REQUIREMENTS:
1. High school diploma or equivalent
2. High attention to detail
3. Good communication while maintaining a professional attitude on the phone
4. Responsive, polite, and professional with customers, vendors, and co-workers
5. Above-average interpersonal skills
6. General knowledge of computer programs (e.g., MS Office, CRM systems)
7. Ability to organize and prioritize work assignments and customer needs when scheduling
8. Familiar with filing documents
9. High level of clear, concise written and verbal communication with customers and vendors
JOB DUTIES AND RESPONSIBILITIES:
Account Receivable:
1. Keep records and files of customers in collections
2. Progress invoice jobs on a monthly basis
3. Run all AR reports weekly for updated information
4. Call and keep all records of conversations with customers and agents (for insurance jobs)
5. Maintain all call logs with insurance agencies and verify the standing of projects
6. Send invoices to customers and agencies when jobs have been completed and have remaining balances updated in CRM
7. Lien preparation and filing after 45 days
8. General lawsuits if needed
Job Scheduling (As Backup):
1. Coordinate dates and times with customers and consultants
2. Properly input customer information into MarketSharp
3. Update and send measure calls to consultants via Outlook
4. Create new job folders within our shared folders
5. Maintain proper lead sourcing for all leads and prospects
Collections:
1. Keep records and files of customers in collections
2. Run all AR reports weekly for updated information
3. Call and keep all records of conversations with customers and agents (for insurance jobs)
4. Maintain all call logs with insurance agencies and verify the standing of projects
Referral Program/Job Closeouts:
1. Ensure all pictures and documents are in the folder for final collection
2. Contact customers for any final questions and concerns
3. Collect final payments before collections statement is needed
4. Check that all warranties, surveys, and proper “thank you” letters have been sent
5. Make all final notes into MarketSharp
6. Develop new tier pricing and referral program ideas
Worker’s Compensation Claims (As Needed):
1. Verify informational checklist is complete and accurate on the day of the accident
2. Communicate with family, as needed
3. Report accidents to the insurance company
4. Manage claim
Office Duties:
1. Maintain accurate and up-to-date communication with the AP department
2. Notify Project Managers of any issues regarding job pictures, completion details, or insurance questions
3. Maintain communication with sales consultants
4. Help with setting up conference meetings and training
5. Maintain a positive company culture
6. Organize and maintain office filing systems
Human Resources:
1. Receive and review all resumes
2. Create job postings and descriptions
3. Contact potential employees and set up all interviews/Zoom calls
4. Send out DISC profiles
5. Set up Urgent Care appointments
6. Pull background checks
7. Acquire all paperwork for new hires
8. Request insurance pull for new hires that will be driving company vehicles
Other Duties:
1. Follow all company policies
2. Attend company meetings and seminars as required
3. Advise supervisor of any potential improvements to profitability, competitiveness, or safety practices
4. Perform any other duties deemed necessary by management
5. Mail distribution
6. Set up training programs for employees
7. Problem solve and assist other employees with questions or complaints
8. Set up conference meetings
Job Type: Full-time
Pay: $20.00 – $24.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Referral program
- Retirement plan
- Vision insurance
People with a criminal record are encouraged to apply
Experience:
- Customer service: 5 years (Required)
Ability to Relocate:
- Lansing, MI: Relocate before starting work (Required)
Work Location: In person
Title: Administrative Assistant
Company: Confidential
Location: Lansing, MI
