Receptionist/service Coordinator/data Entry Clerk

**Main duties**:

- Attend customers phone calls
- Add/delete appointments in google calendar. If deleting, must notify the changes for cancelled calls and update google calendar for cancelled calls
- Enter in calendar for employees’ time off requests immediately after approved by direct supervisor
- Dispatch - assign jobs to technicians for service calls and installation calls
- Full in charge of install coordination so order parts/make sure we have products for the booked jobs
- Book jobs in dispatch software for service calls and installations
- Sort incoming documents given by techs for admin department or mail
- File Warranties for new sold products
- Primary person to receive/sign off all the deliveries by making sure there is no damage
- Making cold calls to customers to keep the tech crew busy
- Make sure office supplies such as coffee and toilet papers
- Keep updating list of office supplies use such as pen, papers etc.
- Take garbage/recycling out under your desk
- Updating excel sheets for inventory or parts to order to used
- Update google keep list for annual maintenance for service calls
- Improve relationship with techs and company by communicating and pointing out to techs when their job is incomplete
- Making sure employee leave their complete time sheets every Friday
- Booking in calendar their time off request once approved by manager
- Assist comptroller in entering installation and service invoices in zip
- Taking customers payments using Square
- Assisting techs giving them supporting docs such as technical safety BC and Fortis BC etc
- Assisting techs giving them supporting docs for services calls for heat pumps, furnace and AC to record type, model, serial number and temperatures
- Open to change and new ideas to improve efficiency
- Positive and can-do attitude and willing to take on any task
- Pay attention to detail and make notes

**'''Other Duties'''**:

- Greet and welcome visitors in a professional and friendly manner
- Answer and direct phone calls and book them dispatch software
- Perform data entry tasks using QuickBooks and dispatch software accurately and efficiently
- Assist with administrative tasks such as filing, photocopying, and scanning documents
- Manage and organize office supplies and inventory
- Schedule appointments and maintain calendars
- Coordinate meetings and conferences, including arranging for catering if necessary
- Assist with basic bookkeeping tasks, such as invoicing and expense tracking
- Provide excellent customer service to clients, vendors, and employees
- Maintain confidentiality of sensitive information

**'''Requirements'''**:

- Previous experience as a receptionist or administrative assistant preferred
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
- Strong organizational skills with the ability to multitask and prioritize tasks effectively
- Excellent verbal and written communication skills
- Attention to detail and accuracy in data entry and record keeping
- Knowledge of medical office procedures is a plus
- Familiarity with office equipment such as printers, scanners, and phone systems
- Ability to work independently with mínimal supervision
- Knowledge of QuickBooks is a plus

**Salary**: $16.00-$21.50 per hour

Expected hours: 40 per week

**Benefits**:

- Dental care
- Extended health care
- Paid time off

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Chilliwack, BC V2P 1L4: reliably commute or plan to relocate before starting work (required)

Application question(s):

- Bookkeeping for Small Business Certificate
- QuickBooks Experience

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)

Work Location: In person