Thompson Pump and Manufacturing Co., Inc. OFFICE ASSISTANT in Summerville, South Carolina
POSITION OBJECTIVES:Manage the daily office operations at Branch and to assist the Branch Manager in working with the Service Manager and Operations Manager to ensure all tasks are completed in a timely and professional manner.
Monitor all administrative and clerical work including but not limited to; Maintenance Work Orders (MWOs), Field Reports, MWO Tracking Reports, Unit File Folders, Purchase Orders, Requisitions, Sale Tickets, Shipping/Receiving Tickets, Interbranch Communications etc.
Responsible for working with customers including but not limited to; visiting offices with Branch Manager for collection issues, preparing estimates when needed, and parts sales.
Process weekly time and attendance sheets.
Fax/email copy of time sheet to TPM.
Responsible for assisting Branch Manager with motivating, training, and development of branch employees.
Answer the telephone, route calls via wireless communication network, and route the calls to the proper individuals as needed.
Receive and log calls for pick-up, noting Customers that require special attention.
Greet visitors and guide them to the appropriate person.
Switch telephone system over to TPM, Port Orange, at 5:00 PM or in the event of outages or other emergencies.
Provide clerical sales support.
Order entry (All sale and rental orders).
Responsible for completing all shipping and receiving tickets/transactions.
Prepare and review all Rental Contracts as needed prior to delivery of order.
Responsible for copying, faxing, mailing, and emailing correspondence, including reports and invoices, to customers and TPM Branches.
Responsible for monthly file audits.
Fax/email copy of Receiver to TPM.
Sort and distribute incoming mail.
Responsible for regular mailings to TPM twice per week. Use vehicles going to TPM or UPS.
Maintain Contacts database and Rolodex updating as customer contact information as needed.
Perform other related duties as assigned.
Perform routine filing.
Learn to find and ship parts as needed.
Perform any job function which the Manager may find helpful in running operations as needed
Assist in keeping office (and parts and other areas as required) clean.
Maintain clean and neat work station.
Assist with miscellaneous duties that may arise from time to time.
Assist other departments as necessary.
High School Diploma or GED equivalent. College degree preferred.
Effective verbal and written communication.
Basic bookkeeping, math, spelling, and grammar skills.
Attention to detail and accuracy are a must.
Computer proficient, including use of word processing and spreadsheet programs, preferably Microsoft Office.
Two years busy office experience preferred.
General office practices and procedures.
Basic accounting principles helpful.
Understanding of TPM’s Employee Handbook and Safety Regulations.
EOE Minorities / Females / Protected Veterans / Disabled