Administrative Assistant - Cape Town City Centre
United Staff Source
Our company is seeking a dedicated individual to join our remote office team in a multifaceted role that supports both proposal coordination and project management assistance. As a vital part of our operations, you will play a crucial role in ensuring the smooth flow of projects from initial proposal to completion. If you are detail-oriented, possess strong organizational skills, and thrive in a fast-paced environment, we invite you to apply for this position. Join our team and be a part of delivering exceptional service to our customers in the HVAC and plumbing industry. JOB DESCRIPTION/ Roles and Responsibilities: Proposal Coordination: Download and organize job documents. Assist in preparing estimates for new HVAC/plumbing projects. Log, track, and submit project proposals. Project Management Assistance: Assist with ongoing project file organization. Place and track orders for HVAC/plumbing materials. Coordinate delivery follow-up. Provide invoicing/accounting assistance. Interface with customers regarding HVAC/plumbing projects. Additional Duties (HVAC/Plumbing Office): Dispatching and scheduling HVAC/plumbing technicians. Processing paperwork including Material Sheets, Extra Work Orders, Time and Material Sheets, Purchase Orders, Service Tickets, Proposals/Agreements, Change Orders, Supplements, Work Authorizations, Contracts, etc. Working with the Accounting Department on HVAC/plumbing work authorizations, contracts, change orders, and supplements. Follow-ups as required for HVAC/plumbing projects. REQUIREMENTS AND QUALIFICATIONS: Detail-oriented with strong organizational, time management, and planning skills. Dependable and punctual. Professional, self-motivated, and team-oriented. Excellent customer service and communication skills. A good learner, active listener, and accepts constructive feedback. Excellent knowledge of Microsoft Word and Excel. Knowledge of CRM system a plus. Some college credits a plus with good math skills. Impeccable customer service skills. This role in our HVAC/plumbing office demands someone who can efficiently handle administrative tasks while supporting the needs of both internal staff and external customers involved in HVAC and plumbing projects.
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