JOB PURPOSE
The project coordination assistant is responsible for effectively and efficiently managing the front end work to assist in getting customer’s solar projects up and running, as well as supporting and encouraging the field personnel. The project coordinator assistant is also responsible for effectively communicating updates, changes, roadblocks and problems to the customers to maintain a superior level of customer service, while meeting or exceeding the customer’s expectations
DUTIES AND RESPONSIBILITIES
- PRIMARY FUNCTIONS :
- Answering phones to assist customers or vendors with requests, questions or inquiries.
- Communicating with clients when needed for/but not limited to: time changes, delays, confirmations, service call scheduling and reschedules
- Performing all happy calls after installations and inspections have been completed.
- Scanning permit job cards into the CRM and drop box when received in the mail.
- Updating the CRM pipelines in both the drop down and date fields accordingly at each appropriate point in the timeline.
- Scanning the countersigned contracts into the CRM and drop box when received by Tier 1 Power; Sending the customer a copy of the countersigned contract, along with the templated welcome email- all within 24 hours of receiving.
- Assuring that any and all correspondence with customers are documented in the CRM with notes and details of the conversation.
- Getting weekly updates from SPS on permit status and updated customers weekly
- Updating Permit Status spreadsheet.
- Reviewing Tasks daily to assure important items are not missed
- Reviewing task reports at a minimum of twice a week to clean up any pending tasks.
- Assisting and providing support to customers and field personnel.
- SECONDARY FUNCTIONS:
- Assisting in scheduling installations when needed
- Assisting in scheduling service calls when needed
- Assisting in closing out the installers/inspection technicians
- MISCELLANEOUS/COMMUNICATION FUNCTIONS
- Alerting the office manager of any issues or customer concerns or complaints that the project coordinator assistant is unable to address or resolve.
- Alerting the office manager of any issues or concerns or negative trends with field staff so that they can be addressed appropriately by management.
- Alerting the office manager if assistance is needed in completely daily tasks.
- Maintaining positive attitude towards customers, and team
- Assuring you are clocking in and out through TWP employee in real time with a minimum of a 30 min lunch being taken prior to your 5th hour of work
- Assuring any time off requests are submitted in writing and given to the office manager with 2 weeks’ notice for approval
- Performing assigned office cleaning duties
- Perform other duties as assigned
- Learning new functions as assigned by management
- QUALIFICATIONS, INCLUDES BUT NOT LIMITED TO:
- 2 Years phone customer service
- Experience in Solar industry (not required, but a plus)
- Experience in HVAC or Plumbing industry (not required but a plus)
- Positive and uplifting attitude
- Excellent communication skills
- Eye for detail
- Thinks outside of the box
- Polite and courteous manner
- Typing 50+ wpm
- Able to work effectively as a team or alone
- Computer savvy
- Knowledge and understanding of company service areas for effective routing
- Knowledge of common office applications such as MS Word and MS Excel
- Ability to multitask in an intense, fast paced environment
- Ability to adapt to changing priorities at a moment’s notice
- Capable of working with minimal supervision
- High school Diploma
- WORKING CONDITIONS
- The work environment is fast paced and intense however extremely fun and upbeat. Teamwork is necessary and enjoyed. The noise level is usually moderate but will vary occasionally. The work environment will subject employees to continual interruptions and changing of priorities. Effective, consistent and constant communication with customers, vendors, managers and co-workers is required.