Office Services Assistant

Coverall North America, Inc.; Portland (OR); On-site; USD 20,664 - 27,552; Full time

Benefits offered by this job

Paid holidays and vacation

Comprehensive benefits package

Tuition assistance program

Referral bonus

Job summary

A leading service provider in Portland, Oregon, seeks an Office Services Assistant to provide essential support to Regional Operations by delivering excellent administrative services and customer support. Responsibilities include receptionist duties, assisting with customer and franchise documentation, managing service requests, and ensuring the timely resolution of tickets. The ideal candidate should have customer service experience, strong communication skills, and proficiency in MS OFFICE. This role offers a comprehensive benefits package and opportunities for career advancement.

Qualifications

• At least 1 year of administrative support and customer service experience.
• Strong oral and written communication skills are necessary.
• Proficient in computer data entry and MS OFFICE.

Responsibilities

• Perform receptionist duties including answering telephones and greeting visitors.
• Assist General Manager with correspondence and appointment setting.
• Handle incoming calls and customer inquiries.
• Prepare and document sales proposals and customer files.
• Manage incoming service requests and ticket resolutions.

Skills

Oral and written communication skills

Computer data entry skills

Detail oriented

Team player

Energetic and outgoing personality

Education

High school or equivalent

Tools

MS OFFICE

Job description

To provide essential support to Regional Support Center Operations Departments by providing excellent administrative services to all Coverall regional employees and excellent customer service support to all Franchised Business Owners and their customers of that region.

The OSA serves as the communications hub handling all incoming calls, for both the regional support center and the Franchised Business Owner’s customer calls responding promptly to inquiries, requests, concerns and forwards to the appropriate Franchised Business Owner and/or Field Service Representative or by the creation of a ticket in FranSys for the Field Service Representative. Wherever possible, present additional service and consumable supply programs to Franchised Business Owner customer base.

Administrative & Reporting

• Perform receptionist duties including answering telephones, greeting, and acknowledging all visitors courteously and promptly.
• Assisting General Manager with potential Franchise Prospect appointment setting.
• Assisting General Manager with correspondence as requested.
• Ordering and completing billing for Customer supplies.
• Ordering office supplies from GSC approved vendors.
• Completing Franchise Owner sales proposals within 24 hours.
• Preparing New Customer files.
• Preparing New Franchise Owner files.
• Entering Customer closes into FranSys.
• Mail Distribution and filing Customer and Franchise documentation.
• Preparation of Franchise monthly Statement packages & Franchise check disbursement.
• Completing Accounts Payable documentation following GSC procedures.
• Verify and perform inventory with Operations at month end.
• Review Data Entry for accuracy prior to submitting to Regional Administrative Manager.
• Handles incoming calls including questions and concerns from Franchise Business Owners customers and Franchise Business Owner’s assigned Field Service Representative. The Field Service Representative will notify the Franchise Business Owner of the Customer’s concerns. Office Services Assistant may call the Franchise Business Owner directly where appropriate.
• Sends Welcome Email on behalf of the Franchise Business Owner to all new Customers to welcome them to the Coverall System.
• Enters new customers into Staples Advantage website for future potential supply sales.
• Documents all Customer Contacts in FranSys and creates Tickets for the Field Service Representative as required.
• All cancellation emails, notices and phone calls will be entered as a ticket to the appropriate Field Service Representative and or Regional Admin Manager with attached supporting documents.
• Manage timeliness of ticket resolution and report to General Manager of outstanding tickets. Manage review of open tickets at weekly Operations Meeting.
• Office Services Assistant will be the main POC for national account service requests and forward the requests to the appropriate Field Service Representative. Office Service Assistant may handle request where appropriate.
• Office Services Assistant may make Outbound Calls on behalf of the Franchise Business Owner to Local Customers based on requirements set by the Customer.

Requirements

• High school or equivalent
• Work experience should include a minimum of 1-year administrative support and customer service.
• Solid oral and written communication skills
• Computer data entry skills a must
• Proficient with MS OFFICE
• Detail oriented
• Strong team player, reliable
• Energetic, friendly, and outgoing personality

What We Bring to the Table

• Career Ladder and advancement opportunities - Company policy of “promote from within”
• Paid holidays, vacation, personal time off
• Comprehensive benefit package including medical, dental, disability, life, and 401K
• Tuition assistance program
• Referral bonus
• Equal Opportunity Employer - vets/disabled.