Administrative Assistant - Mid Atlantic

Job Description

Administrative and Clerical Support:

• Provide administrative and clerical support to department managers and staff, relieving them of administrative burdens.
• Coordinate messages, appointments, and information, and manage billing, processing, file maintenance, office supplies, and mail.
• Research, compile, and proofread word processing assignments.
• Utilize Microsoft Access on a daily basis
• Operate automated office equipment.
• Perform general administrative duties and provide support to department managers.
• Effectively handle and direct incoming calls to ensure efficient communication.

Inventory and Equipment Management:

• Maintain meticulous inventory records of parts, office supplies, and shop supplies to ensure availability.
• Facilitate timely equipment repairs, prioritizing customer requests and ensuring satisfaction.
• Expertly handle the shipping and receiving of parts, with exceptional attention to detail.
• Undertake all aspects of testing equipment, including shipping, receiving, and documentation.

Service and Scheduling:

• Skillfully schedule and dispatch a team of 10+ service technicians, optimizing productivity and meeting service demands.
• Provide prompt responses to service requests, verify problem resolutions, schedule appointments, and meticulously track service orders.

Financial and Billing:

• Prepare accurate quotes upon customer requests.
• Take the lead in initiating installation agreements, overseeing the process from request to completion.
• Ensure precise and timely billing for services rendered, diligently tracking invoices and following up with customers until payment is received.
• Handle warranty claims efficiently, adhering to established procedures.
• Maintain an updated management spreadsheet for Time & Material, Install Agreements, and Contracts.
• Conduct thorough verification of supplier statements for shop invoices, ensuring correct booking on Purchase Orders and accurate pay dates.
• Collaborate with the Financial Analyst to ensure the accuracy of Tigerpaw, our financial management software.

Location:

• The Administrative Assistant must live a commutable distance to the south central Pennsylvania area to support the Motorola Service Center.

Skills and Competencies:

• Highly organized and detail-oriented, capable of managing multiple tasks efficiently.
• Excellent communication skills (written and verbal) for professional interactions with internal and external stakeholders.
• Proven ability to collaborate and build professional relationships with key partners and vendors.
• Demonstrated problem-solving skills to address daily operational challenges.
• Proficient in Microsoft Office Suite (specifically Microsoft Access) and Google Workspace, with an aptitude for learning new organizational tools and applications.

This position is subject to working in high security areas governed by the US Department of Justice's "Criminal Justice Information Services (CJIS) Security Policy" and therefore requires successfully passing a more stringent fingerprint background check administered by Motorola Solutions Inc. customers.

Target Base Salary Range: $55,000 - $65,000 USD

Consistent with Motorola Solutions values and applicable law, we provide the following information to promote pay transparency and equity. Pay within this range varies and depends on job-related knowledge, skills, and experience. The actual offer will be based on the individual candidate.

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Basic Requirements

• ​High School Diploma and 1+ years of experience
• Legal authorization to work in the U.S. indefinitely is required. Employer work permit sponsorship is not available for this position.

Travel Requirements

Under 10%

Relocation Provided

None

Position Type

Experienced

Referral Payment Plan

Yes

Our U.S. Benefits include:

• Incentive Bonus Plans
• Medical, Dental, Vision benefits
• 401K
• 10 Paid Holidays
• Generous Paid Time Off Packages
• Employee Stock Purchase Plan
• Paid Parental & Family Leave
• and more!