Front Desk Receptionist and Administrative Assistant

Job Description: Front Desk Receptionist / Administrative Assistant

Industry: Heavy Equipment Sales and Service
Work Schedule: Monday–Friday, 9:00 AM–5:00 PM
Position Type: Full-Time

Position Summary

We are seeking a professional, organized, and dependable Front Desk Receptionist / Administrative Assistant to join our team at a heavy equipment dealership specializing in equipment sales and service. This position is responsible for managing front desk operations, answering and directing incoming phone calls, assisting with payroll, processing parts and invoices, collecting customer payments, and sending invoices to customers.

The ideal candidate will have strong communication and customer service skills, excellent attention to detail, and the ability to manage multiple administrative tasks in a fast-paced environment. Experience with QuickBooks and prior administrative or bookkeeping experience are preferred.

Key Responsibilities

• Answer incoming phone calls promptly and professionally, directing calls to the appropriate departments or personnel.
• Greet customers and provide friendly, professional customer service.
• Assist with payroll processing and maintain accurate payroll records.
• Enter parts and related charges onto customer invoices accurately.
• Prepare, review, and send invoices to customers in a timely manner.
• Collect and process customer payments and ensure transactions are recorded accurately.
• Maintain organized records of invoices, payments, payroll, and other administrative documents.
• Assist with general bookkeeping and office administration duties as needed.
• Communicate with customers, technicians, parts personnel, and management regarding invoices, payments, and other office matters.
• Maintain a professional and organized front desk and office environment.
• Perform additional administrative duties as assigned.

Qualifications and Requirements

• Excellent verbal and written communication skills.
• Strong customer service and telephone etiquette.
• Good organizational skills and attention to detail.
• Basic bookkeeping, invoicing, and payment-processing skills.
• Ability to handle confidential information, including payroll and financial records.
• Proficiency in Microsoft Office and general computer applications.
• Ability to multitask, prioritize responsibilities, and work independently.
• Reliable, professional, and dependable work ethic.

Preferred Experience

• Five years of experience in receptionist, administrative, bookkeeping, or accounting-related work preferred.
• Experience using QuickBooks preferred.
• Previous experience with payroll, accounts receivable, invoicing, and payment processing is an asset.
• Experience working in a heavy equipment dealership, automotive dealership, equipment rental business, or service-oriented industry is a plus.

Work Schedule

The regular work schedule is 9:00 AM to 5:00 PM, Monday through Friday.

Ideal Candidate

The ideal candidate is friendly, professional, detail-oriented, and comfortable handling both customer-facing responsibilities and financial administrative tasks. They take pride in accuracy, communicate effectively with customers and coworkers, and help keep daily office operations running smoothly.

Pay: $20.00 - $24.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off
• Retirement plan

Work Location: In person

Salary : $20 - $24