Elevator shaft maintenance. cable control

Scheduler and Administrative Assistant

Summary

Provide administrative support by scheduling field inspections and site visits and performing clerical functions such as preparing correspondence and client reports. Coordinate account activities and special projects as needed at the direction of the Account/Project Managers.

Key Job Duties

  • Dispatching and schedule management for all field personnel assigned to the account team
    • Communicate clearly and professionally by phone and e-mail with both contractors and clients to arrange required inspections and field visits
    • Proactively problem solve when scheduling issues/conflicts arise, with the support of the account team—must be willing to make last minute scheduling changes and understand how to make adjustments
    • Manage and maintain oversight of required inspection dates and timeframes as dictated by the Department of Buildings and/or client request
    • Must upload necessary paperwork for field staff’s usage
  • Must be able to start work day early (most days will be 7:00AM)
  • Multi-tasker with an upbeat attitude
  • Must communicate well with internal staff including accounting team, project team, and other departments
  • Must understand company’s requirements for efficiency
  • Administrative writing skills with proficiency in all Microsoft Office applications
  • Managing Processes
  • Organization
  • Analyzing Information
  • Proposal Creation
  • Basic A/R functions
  • Maintain spreadsheets and databases

Qualifications

Must have experience with personnel scheduling/dispatching and must demonstrate agility in daily schedule management in a fast-paced environment. Must have strong written communication skills, verbal communication skills, organizational skills, computer skills, must maintain a professional demeanor in all situations and be able to withhold confidential information. Must be a disciplined person with a flexible approach towards the assigned work as well as able to multi-task and have basic management skills. This position requires a highly skilled individual who is proficient in all MS Office software, especially Excel. Experience in the construction or real estate sectors is preferred, but not required. This individual must be a team player and should be able to interact with staff at all levels of the company with a proactive approach to the workload.

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