An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Entry-Level Administrative / Office Support About Connected & Protected Solutions Connected & Protected Solutions is a growing low-voltage technology company serving residential and commercial customers throughout Western Kentucky and the surrounding area. We provide services including security systems, cameras, networking and Wi-Fi, Control4 smart-home automation, audio/video systems, TVs, landscape lighting, access control, gates, and other low-voltage technology solutions. We are looking for a dependable, organized, friendly Administrative & Office Assistant to help keep our office running smoothly and make sure customer communication, paperwork, records, and everyday administrative responsibilities are handled properly. This is a great opportunity for someone who enjoys organization, customer interaction, and helping a team stay on track. Position Summary The Administrative & Office Assistant will serve as an important communication and organization point for Connected & Protected Solutions. This person will help answer phones, monitor company text messages and email accounts, update customer information, organize paperwork, assist with job folders, help maintain office and inventory organization, and make sure important information reaches the correct person. The right candidate does not need to know our technical systems when they start. We are looking for someone who is willing to learn, takes good notes, follows through, stays organized, and knows when to ask questions instead of guessing. Primary Responsibilities Phones, Texts & Customer Communication Answer incoming company phone calls in a friendly and professional manner. Take accurate and complete customer messages. Monitor communications from three company Dialpad phone/text numbers. Monitor two designated company email accounts. Route calls, texts, emails, and customer information to the appropriate employee. Keep track of customer requests that still need attention. Help make sure important messages do not get overlooked. Update existing customer contact information, including name, address, phone numbers, secondary contacts, and email addresses. Use company phone scripts to gather information from existing customers, service-call customers, and new customers. Service Call Intake When a customer calls with a service issue, gather basic information including: What problem they are experiencing. When the problem started. Whether there was a recent storm, lightning event, power outage, internet outage, electrical work, or equipment change. What type of system is affected.
Systems may include:
Security cameras Alarm/security systems Control4 TVs/video Audio/speakers Landscape lighting Networking/Wi-Fi Internet Smart-home automation Lighting control Gates/access control Door locks Intercoms Other low-voltage systems This position is responsible for gathering and routing information , not diagnosing or repairing technical problems. New Customer Intake Gather information from potential new customers including: Name and contact information. Service/project address. What they are interested in. What systems they currently have. Whether the property is residential or commercial. Whether the project is new construction, an existing home/business, remodel, upgrade, or service request. What they would like the system to accomplish. Project timeline. How they heard about Connected & Protected Solutions. Referral information when applicable. Data Entry, Filing & Records Perform basic data entry. Maintain accurate customer and company records. Update customer contact information. Scan and organize documents. Maintain electronic and physical filing systems. Organize receipts, invoices, work orders, and other paperwork. Route billing-related paperwork to the appropriate person. Help prepare job folders and job paperwork. Maintain organized company and customer files. Help identify missing or incomplete paperwork. Technician & Job Support Help collect technician paperwork. Organize work orders, receipts, and job documentation. Assist with job-folder preparation. Organize project photos. Help maintain current technician names, titles, photos, and company information. Maintain basic employee information such as shirt sizes when assigned. Help track certifications or expiration dates when requested. Inventory, Deliveries & Office Supplies Help receive and put away inventory. Keep inventory and storage areas organized. Assist with inventory counts when requested. Receive packages and deliveries. Notify the appropriate employee when equipment arrives. Help track expected deliveries. Report missing, damaged, or incorrect shipments. Maintain office supplies. Notify management when commonly used items are running low. Company Shirts & Materials Assist with company shirt and uniform orders. Maintain employee shirt sizes. Track approved orders and deliveries. Help organize company literature, business cards, forms, and other materials. Website & Company Information Help gather and organize approved project photos. Maintain current technician names, titles, and company information. Communicate approved website updates to our website provider when directed. Help identify outdated information on the company website. Verify approved website updates have been completed. Office Organization Keep office and customer-facing areas clean and professional. Maintain organized filing and work areas. Help keep printer/copier and supply areas stocked. Perform light office cleaning as needed. Check and distribute physical mail. Keep paperwork and office areas from becoming cluttered. Follow-Up & Organization Maintain a simple list of items that need attention, including: Customer messages awaiting response. Missing paperwork. Deliveries being tracked. Administrative deadlines. Website updates. Employee/company information updates. Other tasks requiring follow-up. The goal is to help make sure routine tasks and customer requests do not fall through the cracks. What We Are Looking For The ideal candidate will be: Dependable and punctual. Friendly and professional. Organized and detail-oriented. Comfortable answering phones. Comfortable using email, texting, and computers. Able to perform basic data entry. Able to communicate clearly with customers and coworkers. Able to follow written and verbal instructions. Willing to learn new software and processes. Comfortable handling several small tasks throughout the day. Able to take accurate notes. Able to recognize when something needs management attention. Comfortable asking questions when unsure. Trustworthy with customer and company information. Willing to help wherever reasonably needed. Preferred Experience Previous experience in any of the following is helpful but not required: Office administration Reception Customer service Data entry Filing and recordkeeping Phone-based customer service Scheduling or service coordination Inventory organization Small-business office work We are willing to train the right person who has a good attitude, strong work ethic, and willingness to learn. Basic Computer Skills Applicants should be comfortable with basic computer use, including: Email Internet browsers Basic document entry Typing File and folder organization Scanning and printing documents Experience with Microsoft Office, Google Workspace, Dialpad, QuickBooks, CRM software, or similar programs is a plus but is not required. Important Position Expectations This position will not initially be responsible for: Diagnosing technical problems. Providing technical advice. Creating estimates or quotes. Giving customers pricing unless authorized. Approving purchases. Making financial decisions. Making technician scheduling commitments without authorization. Promising warranty coverage. Making management decisions. When unsure, the expectation is simple: Take good notes, gather the correct information, and ask the appropriate person rather than guessing. Training & 90-Day Review The employee will receive structured training during the first 90 days. First 30 Days Focus on learning: CPS employees and responsibilities Phone systems Dialpad Email Customer information Filing Basic data entry Mail and packages Office organization Follow-up procedures Days 31-60 Begin handling routine responsibilities more independently, including: Customer record updates Job-folder assistance Paperwork organization Inventory assistance Delivery tracking Office supplies Follow-up management Days 61-90 Begin taking ownership of normal daily administrative responsibilities with less supervision. A formal 90-day performance and compensation review will be completed based on reliability, attendance, accuracy, organization, customer service, productivity, independence, and overall contribution to the company.
Compensation Starting pay:
$10.00-$12.00 per hour depending on experience and qualifications. Opportunities for increased pay and additional responsibilities may become available as the employee demonstrates reliability, initiative, and the ability to work independently. Future advancement could include responsibilities such as: Administrative Coordinator Service coordination Technician scheduling assistance Inventory management Customer follow-up Vendor communication Billing assistance Office administration Our Office Standard At Connected & Protected Solutions, we want this position to help ensure: Every call is handled. Every message gets where it belongs. Every important item is followed up on. Every document can be found. Every customer is treated professionally. If you are dependable, organized, enjoy working with people, and like helping keep things running smoothly, we would like to hear from you. How to Apply Please submit your resume through Indeed. Applicants may be contacted for a brief phone interview followed by an in-person interview. Connected & Protected Solutions is an equal opportunity employer.
Job Type:
Full-time Pay:
$10.00 - $15.00 per hour Expected hours: 40.0 per week
Benefits:
401(k) 401(k) matching Dental insurance Employee discount Flexible schedule Life insurance Vision insurance People with a criminal record are encouraged to apply
Education:
High school or equivalent (Required)
Experience:
Multi-line phone systems: 1 year (Preferred) Office management: 1 year (Preferred)
Office:
1 year (Required) Computer skills: 1 year (Required)
