Customer Service Administrative Assistant

Olson Plumbing & Heating, Inc.; Colorado Springs (CO); On-site; USD 30,307 - 44,083; Full time

Benefits offered by this job

401k Plan

Profit Sharing

Medical, dental, vision benefits

Paid sick leave

6 paid holidays per year

Up to 2 weeks paid vacation based on tenure

Job summary

A plumbing and heating service provider in Colorado Springs is seeking a Customer Service Administrative Assistant to provide high-level administrative support for permits and backflow inspections. Responsibilities include scheduling inspections, managing paperwork, and assisting with customer interactions. The ideal candidate will have a high school diploma, at least three years of office experience, and strong organizational skills. This position offers benefits including a 401k plan, medical coverage, and paid time off.

Qualifications

• Minimum 3 years of office experience required.
• Ability to manage high-volume calendars with recurring deadlines.
• Familiarity with Safe Drinking Water Act is desirable.

Responsibilities

• Schedule backflow inspections and maintain compliance documents.
• Pull, close, and follow up on permits for service jobs.
• Provide administrative support and answer customer inquiries.

Skills

Diplomatic verbal communication

Written communication

Organizational skills

Time management

Data entry precision

Microsoft Word

Microsoft Excel

Education

High School Diploma or GED Equivalent

Job description

Current Openings: Customer Service Administrative Assistant

Job Title: Customer Service Administrative Assistant – Permits and Backflows

Department: Service

Classification: Full Time – Non-Exempt

Job Summary

Pulls, monitors and closes permits. Provides high-level administrative support to the entire backflow inspection process. Works with Service Foremen on scheduling back flow tests and completes all required paperwork. Coordinates preventative maintenance process. Receives and answers customer calls; prepares work orders for service techs; performs other related service duties.

Reports to: Service Manager

Direct Reports: No

Essential Functions

Backflows

• Schedules backflow inspections
• Develops and maintains a rolling schedule for residential and commercial backflow prevention device inspections
• Responsible for end-to-end paperwork and scheduling of annual backflow device inspections, maintaining a compliance database including device locations, serial numbers and test results to ensure adherence to local and state ordinances
• Acts as primary point of contact for customers, licensed testers and regulatory agencies
• Prepares and disseminates initial test notices, second reminders, and final notices of delinquency; files all regulatory documentation; prepares necessary documentation for potential water service shut offs or administrative orders

Permits

• Pulls permits primarily for service jobs with permitting requirements
• Follows up with Foremen on the status of the permit completion
• Closes permits with Pikes Peak Regional Building Department and other quasi-governmental organizations; works with Service Foremen and Estimators to ensure permits are closed in a timely manner

General Office

• Maintains calendar for Service Foremen with backflow device and permitting responsibilities
• Assists with filing customer paperwork in file room
• Coordinates preventative maintenance agreement process
• Answers customer calls in a backup capacity as needed; prepares work orders and enters work orders into accounting system
• Maintains a well organized work environment
• Performs other relevant and related duties as assigned by Service Manager

Education

• High School Diploma or GED Equivalent preferred

Knowledge, Skills and Abilities

• Minimum 3 years’ office experience
• Skilled in diplomatic verbal and written communication, especially when explaining technical codes to non-technical customers
• Exceptional ability to manage high-volume calendars and track hundreds of recurring deadlines
• Precision in data entry is critical to avoid regulatory violations or accidental service interruptions
• Advanced organizational skills
• Strong time management skills
• Familiarity with the Safe Drinking Water Act and local cross-connection control regulations is highly desirable
• Advanced working knowledge of Microsoft Word and Excel
• Ability to meet deadlines

Work Environment

This job operates in a professional office environment. The role routinely uses standard office equipment and works inside with others.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing this job, the employee is regularly required to sit, stand, speak, hear, use eye/hand coordination, use motor skills, and use personal office equipment. The employee is occasionally required to stand and walk.

Pay Range: Non-Union $22.00 – $32.00 per Hour
Union Wage if Applicable

Benefits

If eligible, the following benefits are available:

• 401k Plan
• Profit Sharing
• Medical, dental, vision benefits
• Paid sick leave
• 6 paid holidays per year
• Up to 2 weeks paid vacation based on tenure

AAP/EEO Statement: Olson Plumbing and Heating is an equal opportunity employer.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.