Administrative Assistant

Job Description

Job DescriptionBenefits:

• Company parties
• Competitive salary
• Paid time off
• Training & development

Benefits/Perks

• Competitive Compensation
• Paid Time Off
• Career Growth Opportunities

Job Summary
We are seeking a motivated and outgoing Administrative Assistant to join our team. In this role, you will provide support to our office employees, ensuring they have all the information and resources they need to perform their best. Your responsibilities will include answering phone calls, scheduling appointments, planning meetings, and writing correspondence. The ideal candidate is highly organized with excellent written and verbal communication skills and a friendly demeanor.


Administrative Assistant Job Responsibilities



Office Support


Answer and direct phone calls and emails in a professional and timely manner

• Greet clients, vendors, and visitors
  
  
• Maintain organized paper and digital filing systems, including customer and job records
  
  

Scheduling & Communication

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  Coordinate and schedule appointments and meetings
  
  
• Communicate effectively with field crews, management, and clients regarding daily operations
  
  
• Follow up with customers regarding services, invoices, or account status
  
  

Accounting & Billing Support

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  Process incoming payments and monitor accounts receivable
  
  
• Support timesheet collection and assist with payroll processing
  
  

Data Entry, Reporting & Recordkeeping

• 
  Enter job notes, purchase orders, and crew time logs accurately in Service Auto Pilot
  
  
• Maintain up-to-date client, vendor, and employee information in Service Auto Pilot
  
  
• Assist with compliance records, permits, and insurance documentation
  
  

Technology

• 
  Stay up to date with relevant office software, scheduling tools, and cloud-based systems
  
  

General Administrative Tasks

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  Draft correspondence, emails, reports, and other documents as needed
  
  
• Support hiring efforts by posting jobs, scheduling interviews, and preparing onboarding paperwork
  
  
• Assist management with project tracking, administrative tasks, and special assignments

Qualifications

• High school diploma/GED required, Associates degree or administrative training is preferred
• Previous experience as an Administrative Assistant or in a similar position
• Familiarity with standard office equipment such as printers and fax machines
• Excellent computer skills and knowledge of Microsoft Word, Outlook, and Excel
• Highly organized with excellent time management skills and the ability to prioritize projects
• Bilingual preferred but not required