Administrative Assistant

Overview

USA Insulation is not your typical new construction or attic-only insulation company. USA Insulation is the sole provider of USA Premium Foam Insulation, which allows homeowners to make their residences more comfortable and significantly reduce energy consumption. We have insulated over 100,000 homes and boast an outstanding customer satisfaction rating.

USA Insulation Administrative Assistants and Phone Sales Specialists are the first points of contact for potential and existing customers. It’s essential the person in this position represents the company in a professional manner while preserving USA Insulation’s customer-first philosophy.

We see this position as the hub of all that takes place within each department. Being responsible for helping schedule appointments, installations, and ensuring our customers are satisfied requires a commitment to great service. This role often feels rewarding as it works with all departments and customers.

• To assist in the overall assistance and maintenance of the office.
• To perform all administrative duties set forth in this Job Description to ensure the success of the USA Insulation Franchise.
• Feel comfortable making many daily outbound phone calls to prospects, past customers, and contacts collected from events.
• Schedule appointments for in-home sales consultants.
• Have experience in handling various personalities, objections, and requests in a timely manner.

• Ability to answer a 5-line phone system, take calls, messages and perform all related phone system tasks.
• Maintain office supplies and equipment.
• Set up and maintain varied office files of records, reports, and correspondence required for reference and efficient operation of the office; maintain logs and records of office activities; compile and summarize information for regular or special reports from various sources.
• Type letters, reports, e-correspondence, and other related forms from rough drafts, notes, recordings, or corrected copy ensuring correctness in format, spelling, and grammar as requested by the supervisor.
• Operate office equipment: PC, copier, fax, printer, calculator, etc., and proficiently use software including all Microsoft Office Applications, Internet, electronic mail, and e-calendar programs such as Outlook.
• Obtain referrals for Sales Reps; manage call-ins and set appointments for Sales Representatives.
• When calls come in for estimates, write all relevant information on the Lead Sheet and indicate the area and time on the wipe-board.
• Enter all sales information on Microsoft Excel spreadsheets; track all lead information accordingly.
• Send Customer Satisfaction surveys to all previous customers on a bi-weekly basis.
• Send letters and customer surveys to previous customers.
• Screen, sort, and distribute mail and documents; determine which items to respond to independently or to bring to the supervisor’s attention based on content and knowledge of office activities.
• Process outgoing mail and ship express packages as required.
• Re-order supplies, parts, or materials as requested by the owner/operator.
• Accounts Receivable and Accounts Payable via Quick Books;
  Payroll via Quick Books, ADP, or Paychex.
• Follow all Policies and Procedures of USA Insulation while on duty.
• Perform any and all other functions or tasks assigned by the department manager.

• Reports directly to Owner/Operator.
• Type 40-60 WPM.
• Must be able to read and write.
• Must be able to speak English.
• Thorough knowledge of computers.
• Knowledge of 5-Line Phone System.
• Working knowledge of Microsoft Office including Word, Excel, Outlook & Access.

• High School Diploma or equivalent.
• 1-2 years of previous experience as a receptionist, Administrative Assistant, or Office Manager.
• Commitment to Customer Service on the job. Constant activity is continually occurring and required to perform the essential functions of the job.

Compensation: $12.00 - $14.00 per hour

At USA Insulation, we put our clients first! We are committed to being the best insulation service on the market today, and we want our team to share that vision. In 1985 our founder started USA Insulation with the determination to ensure a…