Job Description
Job Description
Office Administrator / Lead Setter / Receptionist
Pay: $18 per hour
Job Type: Full-Time
Schedule: Monday–Friday
Work Location: In-Office
Job Description
We are a growing replacement window company seeking a reliable, highly organized Office Administrator who also serves as our Lead Setter and Receptionist. This role is critical to daily operations and requires strong attention to detail, professional communication skills, and the ability to manage multiple responsibilities efficiently.
This is not a passive desk job. The right candidate will take ownership of office operations, scheduling, contracts, and customer communication.
Responsibilities
Office Administration
- Prepare, process, and manage all replacement window contracts
- Ensure contracts are complete, accurate, and properly documented
- Maintain organized digital and physical customer files
- Track deposits, balances, invoices, and job paperwork
- Coordinate paperwork between sales staff, installers, and suppliers
- Maintain office systems and records
Scheduling & Operations
- Schedule installation dates and coordinate with installation crews
- Schedule sales appointments for estimates
- Confirm all appointments and installations with customers
- Handle reschedules, cancellations, and timeline changes
- Maintain accurate daily and weekly calendars
Lead Setting & Reception
- Answer incoming calls professionally and promptly
- Qualify inbound leads and book appointments
- Follow up with inbound leads, missed calls, and inquiries
- Provide excellent customer service as the first point of contact
- Communicate clearly with customers regarding next steps
Performance Metrics (KPIs)
- Answer at least 95% of inbound calls during business hours
- Book appointments on 70% or more of qualified inbound leads
- Return all missed calls within 15 minutes
- Confirm 100% of appointments at least 24 hours in advance
- Maintain 98%+ scheduling accuracy
- Ensure 100% error-free contracts before installation
- Complete and file all paperwork within one business day
- Minimize customer complaints caused by office or scheduling errors
Requirements
- Prior experience in office administration, scheduling, customer service, or lead setting preferred
- Strong organizational and multitasking skills
- Comfortable handling contracts and detailed paperwork
- Professional phone and communication skills
- Reliable attendance and punctuality
- Ability to work independently and take ownership
- Basic computer skills (email, calendars, CRM or scheduling software a plus)
Compensation & Benefits
- $18 per hour
- Full-time, stable position
- Consistent weekday schedule
- Opportunity for growth as the company expands
How to Apply
Apply through ZipRecruiter with your resume. Candidates selected for interviews will be contacted directly.