Office Administrator

Eastern Fire - Auburn, ME

Full-time - Entry Level

Auburn, ME

11-50 employees

Specialty Trade Contractors

About the position

At Eastern Fire Group (a subsidiary of Davis-Ulmer), we believe that investing in and empowering our employees as leaders develops an organization that delivers innovative solutions and services, creating a superior customer experience. The unique blend of our leaders' abilities and the ownership of their work, combined with our culture and values, creates something that is simply described as the Eastern Fire/Davis-Ulmer difference. Due to continued growth, we are looking to add an Office Administrator to support our Auburn, ME location. In this role, you will be responsible for supporting all branch operations by maintaining office systems and processes. As an Office Administrator, you will be the first point of contact for our customers and will play a crucial role in ensuring smooth communication within the office. Your responsibilities will include answering phones, ensuring that accurate information is given to callers, and transferring calls to the appropriate individuals. You will also be responsible for following up with customers regarding invoice acknowledgments and payment statuses. Additionally, you will maintain tracking logs for vehicle maintenance, cell phones, and GPS, and may assist in obtaining information needed for jobs such as purchase orders, tax-exempt forms, insurance certificates, and certified payroll information. Your role will also involve assisting the branch in various administrative tasks, such as ordering and coordinating insurance certificates and licenses, completing pre-qualification and qualification forms, and scanning documents to the online document storage systems. You will act as a liaison between other offices and will be expected to take on other duties and special projects as assigned. This position is essential for ensuring that our office runs efficiently and effectively, contributing to the overall success of the branch.

Responsibilities

• Answer phones, ensuring that accurate information is given to the caller and calls are transferred to the appropriate individuals.
• Follow up with customers for invoice acknowledgment and payment status.
• Maintain tracking logs for vehicle maintenance, cell phones, and GPS.
• Assist in obtaining information needed for jobs such as PO#'s, tax-exempt forms, insurance certificates, and certified payroll information.
• Assist the branch in administrative tasks such as ordering and coordinating insurance certificates and licenses.
• Complete pre-qualification and qualification forms and scan documents to the online document storage systems.
• Act as a liaison between other offices.
• Perform other duties and special projects as assigned.

Requirements

• High School Diploma/GED required; Associate's Degree preferred.
• A minimum of one year in an administrative setting or equivalent combination of education and experience.
• Good oral, written, and telephone skills.
• Good customer service skills.
• Time management, organizational, and interpersonal skills.
• Moderate to advanced computer skills (Microsoft products, AS400 system).
• Ability to define problems, collect data, establish facts, and draw conclusions.
• Computer knowledge, including Microsoft Word, Excel, and Outlook, Internet, and Adobe.

Benefits

• Competitive pay rates for experienced professionals.
• Comprehensive benefits package including medical, dental, and vision insurance.
• 401K match program.
• Employer funded profit-sharing plan.
• Variety of voluntary benefits.
• World-class training and leadership development opportunities.