Receptionist & Administrative Assistant

San Jose Boiler Works, a Legence Company San Jose Boiler Works is a full spectrum boiler sales and service company that has proudly served the Northern California area since 1922. Over the years, we have established strong relationships with leading boiler equipment manufacturers so that we can offer you a wide selection of in-stock boilers, controls, burners, parts, pumps, and rentals.

We also work closely with building contractors, to provide them with expertise and complete coverage on a variety of projects ranging in size and scope.

Our experienced boiler sales and service specialists are always available with the information you need to make informed decisions about your boiler operations, including design, development, purchasing, maintenance and repairs. To ensure maximum performance and efficiency, we provide customers with the most modern boiler products and technologies available, including a wide range of low NOx and ultra low NOx systems that ensure compliance with the latest emission standards.

Location:

San Jose, CA, Full-time onsite

Responsibilities include a variety of administrative, accounting and clerical tasks. This position requires enthusiasm, a positive attitude, and attention to detail as you are a reflection of the company. Responsible for the upkeep of communications via phone, fax, and email. Tasks are normally accomplished within well-defined procedures and time limits with occasional non-routine work involved. Organization, initiative, and time management skills must be exercised in work related tasks.

We are seeking a qualified, conscientious employee.

• Customer credit applications / new vendor set up.
• Proficient in the use of phone system, copiers, and other general office equipment.
• Ability to work at computer for extended periods of time.
• Must be able to use a multi-line phone system.
• Vendor transitions – notifying current vendors of new company / paperwork associated w. that.
• Customer transitions – notifying customers of new company / paperwork associated w. that.
• Maintain / Update customer information.
• ISN / Avetta Management – trainings, insurances, OSHA requirements
• 3rd party customer management
• Some Accounts Payable (AP)
• Some Accounts Receivable (AR)
• Reception
• Snail Mail – sorting and delegating appropriately
• Maintain and stock the reception area and all common areas in a clean and tidy manner (breakroom, bathroom, conference room, etc.)
• Errands – post office, pick-up drawings, lunch, etc.
• Provide additional support to all sales agents and CSR’s as needed.
• Organize administrative tasks and procedures.
• Assist with administrative problem solving, development and execution of stated goals and objectives.
• Availability to work on-call one week per month for after-hours service calls.
• Establish, update, and maintain files, records, and other documents as required.

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
• Excellent written and verbal communication skills.
• High attention to detail
• Ability to work independently
• Strong analytical skills and demonstrated ability to manage multiple tasks
• Ability to organize computer files and update documents
• 1-2 years of experience in an administrative role required
• Construction industry background is preferred

• ORGANIZED:
  Sense of urgency with ability to set priorities and build action plans to drive timely execution. Thorough, methodical and result-oriented with great attention to detail. Able to combine the predictability of standard operating procedures with the flexibility of continuous process improvement.
• PROBLEM-SOLVING:
  Able to identify patterns beyond noise or incomplete information by demonstrating a willingness to engage by asking questions. Attention to detail, able to segregate beliefs and assumptions from facts. Demonstrate strong judgment to turn information into insights, practical solutions and decision-ready recommendations.
• AGILE:
  Hands-on with ability to shift back and forth from self-reliance and personal accountability to cross-group collaboration while making others successful along the way. Capable of operating in a…