Customer Service Administrative Assistant

Current Openings:
Customer Service Administrative Assistant

Job Title:

Customer Service Administrative Assistant – Permits and Backflows

Department:
Service

Classification:
Full Time – Non-Exempt

Pulls, monitors and closes permits. Provides high-level administrative support to the entire backflow inspection process. Works with Service Foremen on scheduling back flow tests and completes all required paperwork. Coordinates preventative maintenance process. Receives and answers customer calls; prepares work orders for service techs; performs other related service duties.

Reports to:

Service Manager

Direct Reports:
No

• Schedules backflow inspections
• Develops and maintains a rolling schedule for residential and commercial backflow prevention device inspections
• Responsible for end-to-end paperwork and scheduling of annual backflow device inspections, maintaining a compliance database including device locations, serial numbers and test results to ensure adherence to local and state ordinances
• Acts as primary point of contact for customers, licensed testers and regulatory agencies
• Prepares and disseminates initial test notices, second reminders, and final notices of delinquency; files all regulatory documentation; prepares necessary documentation for potential water service shut offs or administrative orders

• Pulls permits primarily for service jobs with permitting requirements
• Follows up with Foremen on the status of the permit completion
• Closes permits with Pikes Peak Regional Building Department and other quasi-governmental organizations; works with Service Foremen and Estimators to ensure permits are closed in a timely manner

• Maintains calendar for Service Foremen with backflow device and permitting responsibilities
• Assists with filing customer paperwork in file room
• Coordinates preventative maintenance agreement process
• Answers customer calls in a backup capacity as needed; prepares work orders and enters work orders into accounting system
• Maintains a well organized work environment
• Performs other relevant and related duties as assigned by Service Manager

• High School Diploma or GED Equivalent preferred

• Minimum 3 years’ office experience
• Skilled in diplomatic verbal and written communication, especially when explaining technical codes to non-technical customers
• Exceptional ability to manage high-volume calendars and track hundreds of recurring deadlines
• Precision in data entry is critical to avoid regulatory violations or accidental service interruptions
• Advanced organizational skills
• Strong time management skills
• Familiarity with the Safe Drinking Water Act and local cross-connection control regulations is highly desirable
• Advanced working knowledge of Microsoft Word and Excel
• Ability to meet deadlines

This job operates in a professional office environment. The role routinely uses standard office equipment and works inside with others.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing this job, the employee is regularly required to sit, stand, speak, hear, use eye/hand coordination, use motor skills, and use personal office equipment. The employee is occasionally required to stand and walk.

Pay Range:
Non-Union $22.00 – $32.00 per Hour
Union Wage if Applicable

If eligible
, the following benefits are available:

• 401k Plan
• Profit Sharing
• Medical, dental, vision benefits
• Paid sick leave
• 6 paid holidays per year
• Up to 2 weeks paid vacation based on tenure

AAP/EEO Statement:
Olson Plumbing and Heating is an equal opportunity employer.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.