Customer Service Coordinator / Administrative Assistant
Gene Ptacek & Son Fire Equipment (GPS Fire) is looking for a dependable, organized, and customer-focused Customer Service Coordinator / Administrative Assistant to join our team!
This position is ideal for someone who enjoys helping customers, coordinating information, staying organized, and providing administrative support to a busy office. The successful candidate will be professional, detail-oriented, and able to effectively manage multiple priorities while providing excellent customer service.
What You'll Do
- Serve as a primary point of contact for customers, vendors, and visitors by phone and in person.
- Answer and direct calls using a multi-line telephone system and provide accurate information to callers.
- Take detailed messages and ensure appropriate follow-up.
- Provide professional and friendly customer service while addressing customer questions and requests.
- Coordinate customer communications, correspondence, mailings, and events as needed.
- Provide administrative support to management and other departments.
- Prepare, process, and maintain documents, reports, and other office records.
- Enter, process, and verify information, including customer and quote data.
- Maintain accurate electronic and paper records.
- Process customer payments using the company's payment platform.
- Lead collections activities and follow up with customers regarding outstanding balances.
- Provide administrative and data-entry support to Accounts Receivable/Billing.
- Maintain office supplies and lunchroom inventory.
- Keep office phone lists and other administrative records updated.
- Assist with filing and general office organization.
- Work with other departments to provide administrative and customer service support as needed.
- Perform other duties as assigned.
What We're Looking For
- Excellent verbal and written communication skills.
- Strong customer service and interpersonal skills.
- Professional and friendly demeanor.
- Excellent organizational skills and attention to detail.
- Strong time-management skills with the ability to prioritize competing responsibilities.
- Ability to communicate effectively with customers, vendors, and coworkers.
- Basic math skills and comfort working with different types of data.
- Strong problem-solving and analytical skills.
- Ability to work independently while also contributing as part of a team.
- Prior customer service or administrative experience preferred.
- Prior accounts receivable, billing, or collections experience is a plus.
Qualifications
- High school diploma or equivalent.
- Previous office or customer service experience preferred.
- Comfortable using basic office equipment.
- Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint, preferred.
Physical Requirements
- Ability to sit for extended periods while working at a desk and computer.
- Ability to lift up to 15 pounds occasionally.
Why Join GPS Fire?
At Gene Ptacek & Son Fire Equipment, you'll have the opportunity to become an important part of a team that provides essential fire protection and life safety services to our customers. We're looking for someone who takes pride in helping others, staying organized, and being a dependable part of the team.
If you're a customer-focused professional who enjoys variety, organization, and working with people, we'd love to hear from you!
