Position Overview We are seeking a highly organized, dependable, and motivated Administrative Assistant to serve as a central point of communication and coordination for our office and operations team. This position is responsible for answering incoming phone calls, gathering important information from customers, dispatching and scheduling new jobs, maintaining accurate job information, and helping ensure that managers are kept informed about the status of ongoing projects. The ideal candidate must be able to thrive in a fast-paced environment, manage multiple responsibilities at once, and use good judgment when handling situations that may not fit perfectly into a standard procedure. We are looking for someone who can learn the solutions and processes provided during training and apply critical thinking to determine when and how those solutions apply to new or similar situations. Key Responsibilities Answer and manage all incoming phone calls in a professional, friendly , and efficient manner. Gather accurate and detailed information from customers while actively listening to their concerns and needs. Dispatch new jobs to the appropriate personnel or departments. Schedule new and existing jobs and coordinate scheduling changes as needed. Maintain accurate and up-to-date information regarding each job. Monitor the status and progress of ongoing jobs and communicate important updates to management. Lead and run the daily meeting to provide managers with updates on the status of each active job. Communicate effectively with customers, technicians, managers, and other team members. Prioritize multiple tasks and responsibilities in a fast-paced environment. Use spreadsheets and other office software to track information, maintain records, and organize data. Apply previously learned processes and solutions to new situations when appropriate. Assist with additional administrative and office responsibilities as needed. Qualifications and Skills The ideal candidate will possess: Previous administrative assistant, office coordinator, dispatcher, customer service, or similar experience preferred. Excellent phone and customer service skills. Strong organizational and time-management abilities. The ability to effectively multitask and manage competing priorities. Strong attention to detail and the ability to accurately document information. Experience working with spreadsheets, including Microsoft Excel and/or Google Sheets. Strong computer skills and the ability to learn new software and systems. Excellent verbal and written communication skills. Strong problem-solving and critical-thinking abilities. The ability to remain calm and professional in a fast-paced environment. The ability to recognize patterns and apply previously learned solutions to similar situations. Good judgment and the confidence to make decisions within established procedures. Dependability, professionalism, and a positive attitude. What We Are Looking For While training and support will be provided, this role requires someone who can listen, learn, think critically, and apply what they have learned to real-world situations . Because every customer call and job can be different, the successful candidate must be able to evaluate the information they are given and determine whether an existing process or solution applies. We are looking for someone who will ask questions when necessary and is also capable of using sound judgment and problem-solving skills independently. If you find yourself empathizing with and always helping others and can do that in a fast-paced environment managing multiple priorities, we would love to hear from you.

Job Type:

Full-time Pay:

$16.00 - $20.00 per hour

Benefits:

Flexible schedule Paid time off

Work Location:

In person