Admin Assistant/Dispatcher

Numericable; Pensacola (FL); On-site; USD 27,000 - 38,000; Full time

Job summary

Numericable in Pensacola, FL is seeking an Administrative Assistant/Dispatch to perform a broad set of receptionist, HR administrative duties, office management and dispatch activities in a fast-paced environment.

You will prepare quotes, process payroll hours, coordinate deliveries, answer phones, update records and dispatch crews and equipment to sites as needed.

Qualifications

• 2 years of Administrative Experience within a construction/manufacturing/industrial/ dispatch field environment.
• 2 years of experience with timesheets, certified payrolls, general human resources.
• Customer Service personality.
• High School Diploma (or equivalent).

Responsibilities

• Prepare Sales Quotes for customers.
• Review/Calculate Driver’s daily activity sheets and other required paperwork.
• Report hours for Certified Payroll and resolve violations.
• Coordinate deliveries/pickups with Operations Manager.
• Order safety supplies and MOT supplies as needed.
• Answer Phones and provide information about Maintenance of Traffic Services.
• Relay orders to in-house Operations Manager.
• Process Customer requests for service or equipment, address customer complaints and questions, confer with customers or company personnel in order to provide required services.
• Prepare daily work and run schedules.
• Update customer accounts.
• Receive, prepare, track and file work orders and tickets; schedule and dispatch workers, equipment, or service vehicles.
• Data Entry duties – Filing and scanning; input information into spreadsheets and systems.
• Dispatch – take, coordinate and dispatch orders from customers; prepare tickets.
• Billing - confirm customer orders; review invoices; prepare sales quotes.
• Employee Assistance: prepare for safety meetings and enrollments; assist employees with benefits portals.

Skills

Administrative experience

Customer service

Multitasking

Attention to detail

Communication skills

Team player

Education

High School Diploma or equivalent

Tools

Microsoft Office

Job description

HIRING NOW! Weekly pay!

Description

The Administrative Assistant/Dispatch position is responsible for administrative duties in an office setting. Duties could include a wide variety of receptionist and customer service functions, employee relations and HR administrative tasks, office management and potential employee dispatch functions. This position works closely with members of Corporate Office, Branch Management, and clients/customers and requires attention to detail and accuracy of reporting in a fast-paced environment.

Essential Job Functions

• Prepare Sales Quotes for customers
• Review/Calculate Driver’s daily activity sheets and other required paperwork
• Report hours for Certified Payroll and resolve violations
• Coordinate deliveries/pickups with Operations Manager
• Order safety supplies and MOT supplies as needed.
• Answer Phones and provide information about Maintenance of Traffic Services
• Relay orders to in-house Operations Manager
• Process Customer requests for service or equipment, address customer complaints and questions, confer with customers or company personnel in order to provide required services.
• Prepare daily work and run schedules.
• Update customer accounts
• Receive, prepare, track and file work orders and tickets, schedule and dispatch workers, work crews, equipment, or service vehicles to appropriate locations.
• Data Entry duties – Filing and scanning as needed. Input of information into spreadsheets, computer programs etc. and timely submission required information to the corporate office or Branch Manager. Required data could include reporting payroll and certified payroll hours, compliance paperwork, accident/injury reporting, project billing information
• Dispatch – Take, coordinate and dispatch orders from customers, prepare tickets, and relay orders to Managers
• Billing - Confirm customer orders through the billing system, review monthly invoice register(s) for billing purposes making corrections as needed, prepare sales quotes for customers.
• Employee Assistance: Prepare for employee safety meetings, open enrollments, EEO meeting etc. Print and prepare information for employees as needed. Assist employees with logging into Benefits and Employee portals.

Desired Qualifications

• 2 years of Administrative Experience within a construction/manufacturing/industrial/ dispatch field environment
• 2 years of experience with timesheets, certified payrolls, general human resources
• Customer Service personality
• High School Diploma (or equivalent)

What’s In It for You?

• Competitive pay and growth
• Full comprehensive benefits package including medical, dental, and vision insurance.
• Vacation and PTO (paid time off)
• 401(k) plan + Company match
• Overtime

Requirements

• Strong communication and problem-solving skills
• Ability to develop & maintain positive relations with internal management & external customers
• Ability to meet multiple deadlines, multi-task and prioritize in a fast-paced environment
• Highly organized and extreme attention to detail
• Strong computer and data entry skills and experience with Microsoft Office
• Customer Service Attitude
• Ability to work well both independently and in a team environment
• Occasional lifting up to ten lbs.
• Ability to work in a climate-controlled office environment
• Vision adequate (including corrected vision) to perform essential job functions
• Hearing (including corrected hearing) adequate to understand verbal information and maintain conversations for an hour or more over a telephone in order to perform essential job functions.
• Ability to read and write in English in order to process paperwork and communicate with clients and internal customers
• Must be able to sit or stand for extended periods of time
• Must have manual dexterity required for repetitive motions that may include the wrists, hands and/or fingers. Extended use of a computer, keypad or phone