Operations Assistant

Job Description

The applicant is in charge of managing client files, from quote request to installation. He or she is also in charge of managing the designers and installers’ schedule.

Applicant’s tasks

Customer service

Daily tasks

• Making sales appointments with the client according to the predefined criteria
• Checking access data to the client’s home
• Informing customers as needed about products, services and prices
• Verifying online submissions and dividing them among representatives as needed

Operations management

Daily tasks

• Organizing the installers and representatives’ schedules
• Providing special orders (facades)
• Coordinating accessories with the production manager
• Calling customers whose installations will be done the following day to provide practical details (time, etc.)
• Making sure the quotes match the plans
• Ensuring all plans are delivered on time to meet production deadlines
• Organizing the pick-up schedule for divisions (plans without errors, ensuring that orders are made with receipts)
• Ensuring divisional plans are complete before handing them over to Armand

One week before the appointment at the customer’s premises

• Organizing routes for installers (optimizing time and route)
• Making sure the appointment date meets the expectations of management
• Calling the customer a week in advance

Supporting the administrative management

Daily tasks

• Taking payments by cheque or cash and handing over the invoice to Johanne Marin
• Carrying out the credit transaction for all purchases

Weekly tasks

• Sorting invoices by installation day
• Making sure the prices of accessories are up to date
• Giving quotes to the accounting technician

Sought organizational skills

• Sense of organization
• Written and oral communication
• Interpersonal
• Flexible
• Professionalism
• Interpersonal communication
• Ability to multitask

Sought professional skills

• Knowledge of measurements and calculations
• Ability to read plans

Required qualifications

• College diploma or AEC
• Sales and customer service experience
• Knowledge of Word, Excel and PowerPoint