Job Description

West Consulting in Frontenac County, Addington County, Loyalist Shores And Southwest Leeds (Inverary), ON is looking for one office administration assistant to join our team.

Overview

PLEASE ONLY APLY THROUGH INDEED NO CALLS OR DIRECT EMAILS 

We are seeking a detail-oriented and organized Office Administrator to join our team. The ideal candidate will play a crucial role in ensuring the smooth operation of our office, particularly within a detailed setting. This position requires strong administrative skills, excellent communication abilities, and a commitment to providing exceptional service to both staff and patients.

Duties

• Work in accordance with the WHIMS material Data Sheets Standards.
• Answer all incoming phone calls from clients, make outgoing calls
• Utilize booking software to book in quotes on several management schedules.
• Transferring information from quote booking system to scheduling to billing ensuring data accuracy
• Answer all incoming texts from contractors ensuring they are following process
• Check emails -deal with them as they come in, we have an immediate turnaround time on emails during open hours
• Address laundry consistently throughout the day do not start new laundry at end of day to sit overnight
• Address Bottle and inventory fill ups
• Survey inventory, address if items are left unorganized, rotating stock from back to front if required
• Consult inventory software to make sure inventory out is matching and inventory stock is matching
• Check missed calls and Voicemails or texts.
• Check notes and photos on jobs as they pop up in slower times.
• Invoice clients as the jobs close ensuring cash, cheque and e-transfers are closed out properly
• Send reminder emails to outstanding residential non-commercial clients only – verify they have not been sent out that day already and they are outstanding 3 days or more.
• Tidy, organize and set up things the way you feel would be most productive for you
• If things seem inaccurate research and ask for assistance
• Creation of company clothing
• Attending external events for promotional purposes
• Physical presence the office is required for the hours of 9 am to 5 pm Monday to Thursday 9 am to 4:30 pm Friday-- If calls are completed sooner this can be shorter.
• Reporting outstanding “to be invoiced calls” left remaining on the board to manager on call that Friday.
• At no time will it be required for work to be taken away from the business location or preformed on off business hours.
• As you control your hours you are permitted to add any time off you require into a task on scheduling software.
• Fluent with apple equipment.
• Understanding of cloud-based software’s
• Must be competent in google docs, google sheets.
• Must be competent in Microsoft excel and word.
• Advanced understanding in technology with the ability to help others maneuver in such programs.
• Ability to multitask – texting, email, phone dealing with clients and contractors at same time well adhering to processes as well as teaching processes in a calm collected manor.
• Ability to think outside the box in problem solving utilizing the web and other resources at your fingertips.

If you work well in a high-pressure environment constantly looking to improve on processes looking for more things to add to your plate this is the place for you.

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