Administrative Coordinator Job at Good Man Inc. in Port Townsend

Salary: $17+ Benefits, DOE

Position Summary

The Administrative Coordinator will support and perform office administration tasks to ensure organizational effectiveness, efficiency, and safety. The Administrative Coordinator is responsible for customer communication and administrative support, office inventory and purchasing, in collaboration with office staff. The Administrative Coordinator exemplifies a positive and energetic presence as a competent professional who utilizes their experience in handling a wide range of administrative support related tasks as directed by the Business Operations Manager. This position must be well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people. In addition to maintaining our vision and mission by adhering to our values, this position must provide the highest level of service to our customers.

Duties and Responsibilities

Client Services

• Greet visitors, answer high-volume of incoming calls and deliver professional service to our customers
• Check phone messages throughout the day, enter them onto message pads, return calls and assign to appropriate channels
• Schedule all septic appointments and call to confirm appointments the day before
• Schedule and facilitate dispatch of portable restroom service, RV pumping, and other provided services
• Generate and process daily invoices for Septic work maintaining up to date client information
• Assist with periodic billing in client software and in QuickBooks as directed by the Business Operations Manager
• Organize ongoing mailings to former clients
• Provide needed support and service to walk-in clients
• Process daily bank deposits and daily credit cards

Office Administration

• Administer Client Archiving Scan in customer information: septic tickets, inspection reports and receipts
• Regular filing of customer invoices and reports
• Make labels and folders for all office files annually
• Open mail, separate and deliver accordingly
• Upkeep filing systems; create new necessary binders annually
• File insurance records for drivers
• Assist with maintenance and upkeep on all office machines and equipment
• Contribute to the team effort by accomplishing other duties as assigned or needed

Qualifications

• 1-2 years’ Administrative office experience or equivalent
• Knowledge of office coordination responsibilities, systems, and procedures
• Proficient in MS Office - Word, Excel, and Outlook email/Calendar
• General knowledge of QuickBooks
• Knowledge of data and administrative practices and procedures
• Valid and insurable Washington State Driver's License

Knowledge, Skills and Abilities

• Good interpersonal communication skills, both written and verbal
• Excellent customer services skills
• Skilled in organizational and time management skills
• Ability to multi-task and prioritize work
• Positive attitude, team player with a professional presence
• Initiative taker, self-motivated and productive throughout the day
• Adaptable, anticipates needs and manages time well
• Accuracy and attention to detail
• Inventory control and supply management

EEO Statement

Good Man Inc. is an equal opportunity employer without discrimination because of age, sex, color, national origin, marital status, veteran status, sexual orientation or presence of a disability. Pursuant to the Americans with Disabilities Act, Good Man Inc. will make reasonable accommodation of working conditions or methods in order to perform the duties of the position.