Clerical Assistant

Mar 16 2021
Tires Today |Honolulu|Full Time, $15.00 - $18.00 / hour
Category: Automotive
Job Description

Clerical Assistant

Reports to: The operations manager, reports to David.

Hours: 8am-430pm Monday-Friday

Salary: $15-17/hour during training and probation period

Job Overview: Manage phone calls and inquiries. Answer phone calls and take appropriate notes that will later be distributed to the proper department. Keep detailed records of tasks that need to be completed and their deadlines. Assist management by keeping staff productive through good information management.

Responsibilities and Duties

  • Monitor and manage ongoing tasks for the day.
  • Work with management daily to understand high priority tasks for the day and goals for the day.
  • Take note of any issues that arise throughout the day and ensure they are prioritized.
  • Utilize basecamp checklists to monitor the priority and “life cycle” of all tasks.
  • Keep staff productive by reminding them of tasks that are pending and due.
  • Responsible for information as the first point of contact through the phone or through email.
  • Takes detailed notes about customers needs and concerns.
  • Responsible for obtaining all proper and necessary information to complete jobs
  • Manage communication between customers and their appropriate departments.
  • Answer the phone politely and professionally.
  • Receive phone calls, and as necessary relay information to proper staff.
  • Forward phone calls, take phone notes, and follow up with customers as necessary.
  • Update customers on the status and progress of their job or orders.
  • Update customers on the status of their pending service or repair.
  • As needed, contact customers with completed estimates and request approval.
  • Communicate with vendors to receive information about pending orders, warranties, product availability, etc.
  • Take a daily tally of phone calls received and their appropriate department.
  • Use good time management skills to expedite the workflow by organizing notes and tasks for appropriate staff.
  • Receive service calls and get all appropriate and important information as needed.
  • Take detailed notes to ensure that each customer is handled correctly.
  • When possible communicate with service staff in the field to schedule and complete service calls.
  • Relay information to proper staff.
  • Return customer phone calls as necessary.
  • Maintains customer rapport by explaining necessary information including but not limited to:
  • Explains estimates and expected completion of work
  • Obtains customer’s approval of estimates
  • Obtains and provides contact telephone numbers, and answers questions and concerns.
  • Places high priority on ensuring customers follow up in a timely manner.
  • Explains clearly any variables that may arise and cause changes in prices and the timeline in completion of job.
  • Maintains records by recording problems and corrective actions planned.
  • Makes outgoing calls to assist staff as necessary.
  • Improves organization reputation by accepting ownership for accomplishing new and different requests.
  • Explores opportunities to continue to improve consistently.

Skills Required

  • Multi tasking
  • Problem solving
  • Reporting research results
  • Quality focus
  • Productivity
  • Estimating
  • Product knowledge
  • Customer service
  • Safety management
  • Scheduling