We are seeking an organized, responsible, professional, and proactive Office Assistant to provide administrative and operational support to our team. This position will assist with customer communication, scheduling, documentation, billing support, project coordination, and the daily administrative needs of the office. The ideal candidate is detail-oriented, communicates professionally, can manage multiple priorities, and is willing to learn and effectively use the company's systems and procedures.
KEY RESPONSIBILITIES
Answer phone calls, emails, and customer messages professionally. Receive and properly document customer information and new leads. Assist with the preparation and follow-up of estimates, quotes, work orders, purchase orders, and invoices. Assist with billing and maintain accurate customer and job information. Schedule appointments, service calls, inspections, projects, and meetings. Follow up with customers regarding pending work, estimates, approvals, invoices, and required documentation. Maintain and update company schedules and calendars. Enter and update information accurately in the company's CRM and management systems. Assist with Simpro and QuickBooks according to assigned responsibilities. Organize invoices, receipts, contracts, permits, customer records, and digital files. Assist in collecting information for weekly and operational reports. Communicate with Project Managers, technicians, vendors, customers, and management. Follow up on assigned tasks and communicate delays, problems, or missing information promptly. Maintain confidentiality of customer and company information. Maintain a clean, organized, and professional office environment. Perform other administrative duties as assigned by management.
QUALIFICATIONS
Bilingual in English and Spanish preferred. Previous office or administrative experience preferred. Strong computer and technology skills. Knowledge of Microsoft Office, Google Workspace, or similar software. Experience with QuickBooks, Simpro, CRM, or ERP systems is preferred but not required. Excellent organizational and time-management skills. Strong attention to detail and accuracy. Ability to manage multiple responsibilities and priorities. Professional customer service and communication skills. Dependable, punctual, and responsible. Ability to work independently and as part of a team.
KEY COMPETENCIES
Organization:
Maintain documents, schedules, customer information, and assigned tasks in an organized and accurate manner.
Communication:
Communicate clearly and professionally with customers, employees, managers, technicians, and vendors.
Follow-Up:
Take ownership of assigned tasks and ensure they are followed through to completion.
Initiative:
Identify what requires attention and take appropriate action without requiring instructions for every step. Attention to
Detail:
Verify names, amounts, dates, invoices, quotes, schedules, and documentation before processing.
Customer Service:
Represent the company in a friendly, respectful, and professional manner.
POSITION OBJECTIVE
The primary objective of the Office Assistant is to help maintain an organized, efficient, and professional office while ensuring effective communication and information flow between customers, management, Project Managers, technicians, vendors, and field teams. The Office Assistant is expected to provide consistent follow-up and help ensure that administrative responsibilities, customer requests, billing documentation, schedules, and assigned tasks are completed accurately and on time.
Tipo de puesto:
Tiempo completo
Sueldo:
$22.89 - $27.57 la hora Horas previstas: 40.0 por semana Lugar de trabajo: Empleo presencial
