Reporting to the Human Resources Manager, the Office Services & Travel Coordinator will work directly with the Company President and the Installation team to provide organizational support for various office functions including (but not limited to) email correspondence, booking and managing installer and sales team travel, travel estimating, coordinating with customers and updating and maintaining multiple calendars on a daily basis.
Work directly with the company president to organize and prioritize time and appointments while communicating critical issues that are required for the President to facilitate efficient decision making. Provide organizational support for various office functions including (but not limited to) scheduling, typing, filing, printing out and returning emails, and updating multiple calendars on a daily basis. Serve as a liaison between the staff, management and the President regarding company climate, project updates, proposals, and planning.
Perform receptionist duties to include greeting visitors, answering and directing phone calls, and ensure that all incoming communication is passed to the proper department. Will be responsible for managing three email accounts.
Maintain detailed records on each customer which may span several months in the planning process. Manage installation & service calendar for the install team in coordination with the Installation Manager. Use existing SOP's and checklists and create new or improved checklists where appropriate in order to best track the progress and information collection for each customer.
Make all travel arrangements for installation technicians and sales team, including air, ground, hotel, customer contact and local reference information. Emergency after hours travel booking may be required. Create travel packets for each technician with trip overview, all transportation and accommodation details, maps, job packing slips, and other necessary information. Work with Installation Management for installation planning. Once install is complete review all installer paperwork (timecards, expense reports, job sign off sheets, install checklist, emergency response plan, etc.)
Work with the purchasing manager to prepare weekly office supply order. Restock and organize office, breakroom and restroom supplies on a daily basis. Maintain the break room daily and clean out refrigerator monthly. Liaison for outside services for building repairs, office equipment maintenance and repair.
The ideal candidate will have excellent organizational skills to maintain several concurrent planning files where information is gathered over a period of time and must be kept current. Proven excellence in both written and verbal communication skills are also required. The candidate must be very detail oriented and have the aptitude to keep other team players informed of updates and changes. Experience in making detailed travel arrangements is preferred. Ability to research options for travel is required for both domestic and foreign travel. Must be a team player willing to pitch in where needed.
Other Duties as Assigned
Education: BA, BS or equivalent experience in communications, dispatching, scheduling, maintaining organized records, and coordinating with a team. Excellent command of Microsoft Word, Excel, Outlook and Power Point required. Experience in booking travel and maintaining multiple calendars required.
HOURS: 8:00 am to 5:00 pm Monday - Friday
SALARY: Based on experience
AQUANEERING IS A DRUG FREE EMPLOYER. PRE-EMPLOYMENT DRUG SCREENING IS REQUIRED.
AQUANEERING IS AN EQUAL OPPORTUNITY EMPLOYER FUNCTIONING UNDER AN AFFIRMATIVE ACTION PLAN.
EMPLOYEE BENEFITS: After completion of a probation period for Full Time Employees (details covered in employee manual).
VACATION: Two weeks accrued per year. Three weeks after 5 years. Four weeks after 10 years.
SICK: 40 hours per year for salaried employees.
HOLIDAYS: 6-8 per year: (New Year's Day, Martin Luther King Jr. Day, Memorial Day, July 4, Labor Day, Thanksgiving, Christmas)
HEALTH: Employee coverage 80% company paid. Dependents or upgrades can be added at employee's expense.
DENTAL: Employee coverage company paid. Dependents or upgrades can be added at employees expense.
SIMPLE IRA: Company matches your contribution up to 3% of gross salary.