Installation Administrative Assistant - Quick Servant Co., Inc.

Job Title: Administrative Assistant (Rational Oven Installation & Compliance Support)

Job Summary: We are seeking a proactive and detail-oriented Administrative Assistant to support the installation and compliance process of Rational Ovens at various locations. The role includes managing daily reports, auditing calls, ensuring installation guidelines are met, and maintaining clear and accurate documentation. The ideal candidate will have excellent organizational, communication, and multitasking skills, ensuring smooth coordination between installation teams, vendors, and management.

Key Responsibilities:

• Administrative Support: Provide comprehensive administrative assistance to the installation team, including scheduling, call documentation, and coordination with stakeholders.
• Daily Call Audits: Audit and review daily calls related to installations, ensuring that all details are accurate, documented, and addressed. Update the Global Edge (GE) database with relevant notes and follow-ups.
• Database Management: Update and maintain detailed notes and logs in the database (GE) regarding installation activities, challenges, and resolutions, ensuring all records are accurate and up to date.
• Report Management: Prepare and update daily and weekly reports on installation progress, including key metrics, milestones, and issues encountered, and ensure these are communicated to relevant parties.
• Guideline Compliance: Ensure that all necessary pre-installation guidelines are met, including equipment availability, site readiness, and compliance with safety and operational protocols. Verify that all conditions are satisfied before scheduling installations.
• Communication: Serve as the liaison between field technicians, management, and vendors, ensuring timely updates, clarifying issues, and maintaining smooth workflow communication.
• Documentation: Maintain accurate records of emails, phone calls, and other communications related to the installation process. Ensure all email documentation is properly archived and easily accessible.
• Data Entry: Accurately enter installation details into the database, track resources used, installation timelines, and outcomes, and ensure all information is up to date.
• Issue Tracking & Resolution: Identify and document any issues or roadblocks encountered during installations and assist in resolving them promptly.
• File Management: Organize and maintain digital and physical files related to installation projects, including contracts, invoices, and other relevant documentation.
• Follow-Up: Conduct post-installation follow-ups to ensure that all documentation is complete and any remaining issues are addressed in a timely manner.

Qualifications:

• High school diploma or equivalent (Associate's degree or administrative certification preferred).
• Prior experience in administrative roles, especially in project coordination or technical support environments.
• Experience with database management systems (familiarity with GE database preferred).
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook) and project management tools.
• Excellent organizational skills and strong attention to detail.
• Superior communication and writing skills.
• Ability to audit, verify, and document calls and installation notes accurately.
• Problem-solving skills with the ability to handle multiple tasks simultaneously.
• Familiarity with Rational Ovens or similar commercial kitchen equipment installations is a plus.
• Ability to ensure compliance with company policies, safety standards, and operational protocols.

Working Conditions:

• Primarily office-based, with the potential for occasional on-site visits to oversee installations or verify compliance.
• May require flexible hours to meet deadlines or support installation schedules