Administrative Assistant at Pentair Management Company in South Portland, Maine

Job Description:

Job Description:

Customer Service (60%)

• Serve as the main point of contact for all service inquiries from KBI branch office customers.


• Maintain Confidential information of all branch office customers.


• Serve as point of contact for technicians to receive schedules and work order information.


• Dispatch technicians in accordance with the order/scheduled work orders for the day.


• Provide customer status calls, including call received status and ETA.


• Complete follow up calls upon completion of work orders


• Always maintain professional communication with KBI customers .

Data Accuracy (20%)

• Complete daily billing for branch office, ensuring all customers are charged in accordance with individual contracts.


• Reconcile billing from previous day against AS400 report to verify invoicing of all work.


• Manage expense data to ensure accuracy of weekly employee expense reports prior to submission for payment.


• Order parts and track shipments.


• Maintain organized electronic and/or paper files

Branch Office Support (20%)

• Provide administrative/clerical assistance during large and small projects, including maintenance of schedules and project spreadsheets.


• Manage all incoming and outgoing mail/shipments.


• Keep the office space clean and organized.


• Serve as point of contract for corporate office inquiries when necessary.


• Maintain office supply stock, order supplies when necessary.

Position Qualifications:

Minimum Education & Experience

• High school diploma or equivalent

Other Skills, Knowledge & Experience

• Experience with Microsoft Office Suite and G-Suite


• Excellent typing skills


• Excellent organizational skills


• Ability to stay focused in a fast paced, fluid environment.


• Excellent written and verbal communication skills.

Physical Demands

• Ability to sit for prolonged periods


• Ability to work with a computer monitor for prolonged periods.


• Ability to lift 50 pounds.

Diversity and Inclusion:

With our expanding global presence, cross-cultural insight and competence are essential for our ongoing success. We believe that a diverse workforce contributes different perspectives and creative ideas that enable us to continue to improve every day. Race, gender, ethnicity, country of origin, age, personal style, sexual orientation, physical ability, religion, life experiences and many more factors contribute to this diversity.

We take ongoing action to improve the diversity of our workforce by:

• Ensuring leadership involvement and ownership


• Attracting and retaining diverse talent at all levels


• Fostering a globally aware, inclusive culture


• Ensuring our practices are fair and non-discriminatory