Administrative Assistant

A well-established organization is seeking an Administrative Assistant to support a busy service-based division. This is a hands-on administrative role that involves customer service, scheduling, billing support, light accounting, purchasing, and general office coordination.

The ideal candidate will be organized, detail-oriented, and comfortable supporting multiple priorities in a fast-paced environment. This person will work closely with field/service teams, management, customers, vendors, and internal departments to help keep daily operations running smoothly.

Responsibilities include:

• Answer incoming service calls and help coordinate requests with technicians
• Assist with scheduling service technicians and tracking work orders
• Support accounts receivable, including tracking past due accounts
• Assist with billing, accruals, and related accounting tasks
• Process technician time information and coordinate with payroll
• Prepare quotes and assist with customer requests
• Maintain records, open tickets, customer/site information, and technician documentation
• Order materials and equipment as needed
• Track permits, licensing, certifications, contracts, and related documentation
• Attend meetings, take notes, and follow up on action items
• Submit and code credit card receipts and statements
• Provide general administrative support including filing, phones, copying, mailing, and other office tasks

• 2+ years of administrative experience in a construction, service, project-based or other related industry environment required
• Light accounting experience required
• Strong Microsoft Office skills, especially Excel
• Excellent organizational and follow-up skills
• Ability to prioritize multiple tasks and meet deadlines
• Strong written and verbal communication skills
• Professional, dependable, and team-oriented
• Ability to work independently with minimal supervision