Administrative Assistant

3 weeks ago

Laval, Canada NABCO Entrances Inc. Full time

NABCO Canada Inc., a member of the Nabtesco Group, is a leading manufacturer of quality automatic pedestrian doors that exceeds the growing needs of retail stores, hospitals, schools, restaurants, commercial and industrial institutions throughout Canada. With a focus on unsurpassed reliability and reducing operating and liability costs along with the worldwide support of its research and development resources from its parent company Nabtesco, NABCO takes pride to continually provide effective solutions, shorter lead-times and new products to meet the demands of the automatic door industry.

**Position Summary**

The Administrative Assistant is the first point of contact for customers in need of service for their automatic pedestrian entrance. This role includes administrative support for the entire branch, including ordering stock and materials, reserving hotel accommodations, coordinating couriers and general reception activities.

**Essential Functions**
- Dispatch service and warranty work orders to technicians using digital dispatching software in assigned geographic region(s).
- Order general door hardware components for service and warranty work.
- Follow-up with customer to ensure satisfaction with work completion.
- Book travel arrangements and accommodations for Technicians attending out of town installations.
- Provide back-up support to the Project Coordinator as needed.
- Coordinate parcel shipments using approved courier services.
- Provide support to Accounts Receivable as needed.
- Follow-up with technicians to ensure all travel, labour and materials are captured prior to closing out work orders.
- Answer multi-line phone system courteously and professionally.
- Greet visitors, accept incoming mail and packages as needed.
- Maintain and organize files and databases.
- Provide customer service to clients on the phone, via electronic correspondence and in person.
- Ensure all appropriate items are included in the billing package prior to handing it over to Accounting.
- Contribute to workflow process development and continued fine tuning, as it relates to coordinating service, to create efficiencies.
- Provide quotes to customers for automatic pedestrian entrance system repairs.
- Order glass to be used in automatic pedestrian entrance system installation projects.
- Other administrative support as needed.

**Knowledge, Skills, Abilities**
- Able to understand client service needs and triage workorders to maximize efficient use of technician time.
- Strong communication skills, both verbally and in writing.
- Organizational skills.
- Able to process transactions with accuracy and attention to detail.
- Able to multitask in a fast-paced environment.
- Solid computer skills including Microsoft Office Suite and other software specific to the process.
- Fully bilingual English and French, both written and spoken.

**Education, Training, Experience**
- 2 - 4 years of customer service, service coordination and administration.
- Highschool diploma.

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