Job Purpose:

This position’s number one priority is answering an extremely high volume of phone calls, scheduling service appointments, distributing phone calls to the team, checking the voicemail and returning calls to our customers. Other duties include; scheduling emergency service calls, maintaining customer accounts, working with property management companies, quoting, filing, and other clerical tasks to support the team.

He/She provides excellent customer service to our clients, contractors, and vendors; produces quality, accurate work while maintaining efficiency and follows the standards of practice set in place by Central Oregon Garage Door.

The person best suited for this position is very efficient and fast paced, friendly, customer service oriented, extremely organized, has attention to detail ( a background in high volume scheduling is ideal), is experienced with developing and maintaining person to person relationships, communicates well with the team, takes direction well, and provides feedback for improvement. This person is comfortable in a fast-paced environment and can handle interuptions in work flow.

Responsibilities:

1. Customer Service: Answers a high volume of phone calls and distributes to correct team member, checks voicemail, returns calls, and schedules service calls for customers.
2. Provides the highest standard of service to our clients, contractors, and vendors.
3. Work Orders: Review all service work orders for the current days, as well as the upcoming week. To plan best route and time needed to perform work. Call and confirm appointments.
4. Property Management Customers: Develops and maintains relationships with property management companies, schedules services, and communicates with tenants as needed.
5. Filing: Keeps all files organized and up to date for all departments.
6. Office Administration: Schedules employee travel; meeting agendas, minutes, and action items; order office supplies; mailings, HOA contractor registrations, as well as other miscellaneous administrative tasks.

Specific Measures of Success:

1. Customer Service: Calls are answered; voicemails are promptly returned; and service calls are scheduled by the end of business each day.
2. Work Orders: Meets with service team each day for current days’ work, and previous day’s reschedules.
3. Scheduling: Service calls are scheduled with most efficient route possible; Standard format is used in work order descriptions; Information on work orders is complete and detailed. Payment information is collected from all customers.
4. Filing: All filing is complete each week.
5. Property Management: Positive feedback from property management companies regarding follow up and communication.
6. Communication: Clear and effective communication with fellow employees, management, customers, and vendors.