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Dispatch / Purchasing / Office Assistant

J METRO REFRIGERATION INC

Dispatch / Purchasing / Office Assistant

San Diego, CA
Full Time
Paid
  • Responsibilities

    The Office Assistant at Metro Refrigeration plays a crucial role in ensuring the smooth operation of the office environment, helping with administrative, managerial, and customer-facing tasks. This is an in-office position, during normal business hours, Monday- Friday. While the exact duties can vary depending on the day, the general responsibilities would typically include:

    Key Responsibilities

    1. Administrative Support

    Overseeing daily office operations, including managing office supplies and equipment.

    Coordinating schedules and dispatching appointments for service staff and management.

    Managing incoming calls, emails, and correspondence.

    Preparing and maintaining reports, files, and documents.

    1. Customer Service Management

    Acting as a point of contact for customers, handling inquiries, and service requests.

    Scheduling the Technicians to accommodate daily service requests, preventative maintenance, and emergency requests.

    Ensuring customer satisfaction through efficient office management and support.

    Managing client records, service orders, and service follow-ups.

    1. Inventory Management

    Keeping track of inventory, including office supplies and any materials needed for service delivery.

    Ordering and restocking parts and supplies as needed.

    Working with vendors and suppliers for service-related needs.

    1. Operational Efficiency

    Identifying opportunities to improve office processes and workflows to increase efficiency.

    Implementing office policies, procedures, and safety protocols.

    Ensuring that service operations are supported by effective office practices.

    Skills and Qualities

    Organizational Skills: Ability to handle multiple tasks simultaneously and prioritize effectively.

    Problem-Solving: Quickly addressing challenges and finding practical solutions.

    Communication: Strong written and verbal communication skills, especially when interacting with clients and service staff. Previous scheduling experience a plus.

    Customer-Oriented: A focus on delivering excellent customer service and managing client expectations.

    Attention to Detail: Ensuring accurate records, processes, and systems are maintained.

    Technical Proficiency: Familiarity with office software (e.g., Microsoft Office, Google Suite), and customer relationship management (CRM) systems. HouseCall Pro experience is a plus.

    Record Keeping: Maintain accurate records of all orders, deliveries, and invoices for financial tracking and audit purposes.

    This position may require light lifting (up to 50 lbs). Duties and responsibilities may change based on the needs of the company. This is a small business atmosphere. Individual must be self-driven and be able to multi task.