Administrative Assistant | Rochester, MN

Tonna Mechanical, Inc. Rochester, Minnesota

Tonna is proud to be family owned and operated for over 40 years. We are GROWING! We are currently looking for an Administrative Assistant.

Essential job duties:

 To assist with administrative functions such as but not limited to general office functions and bookkeeping, entering customer and job information, project permit submission, processing paperwork, invoicing completed jobs and other clerical duties as assigned

• General administrative duties for installation departments to include:
  • Enter customer information, schedule service, sales and installations
  • Apply for permits with city
  • Invoice installation completed work.
  • Maintain Job Log, set up newly sold jobs per the company’s stated procedure for establishing new jobs
  • Update job files and billing records with change orders
  • Process lien waivers and return daily
  • Process extended warranties
  • Maintain filing system
  • Call on Accounts Receivable 
  • Answer phones as a back-up to CSR’s
  • Process extended warranties

• Other duties for this position include:
  • Provide daily and weekly reporting as directed
  • Maintain schedules 
  • Distribute meeting agendas
  • Meeting minutes
  • Collect / coordinate data for regularly scheduled meetings from key employees
  • Maintain filing system 
  • Write processes and procedures as directed
  • Manage re-occurring events calendar (Performance Reviews, Events, etc)
  • Assist in the writing and completion of implementation plans
  • Research assignments as directed 
  • Create reporting as directed 
  • Distribute correspondence
  • Other duties as assigned

Minimum requirements:

• Proficient in Microsoft Office Products
• Proficient in use of computer programs and technology related to the position
• Strong organization skills
• Task orientated 
• Ability to complete projects with minimal direction
• Strong verbal and written communication skills 
• Able to answer multi-line phones
• Ability to multi-task
• Self-motivated
• Works well under pressure
• Phone skills
• Minimum of two years administrative experience within an office
• Two years related experience managing an office or equivalent combination of education and experience
• Outstanding customer service skills
• Strong time management skills
• Ability to logistically think through a complete process

Benefits:

•   Competitive Compensation Package
•   Health Insurance
•   401K with company match
•   Year-End Profit-Sharing Bonus Program
•   Vacation & Holiday Pay