Receptionist/Administrative Assistant

Administrative Assistant

Job description:

If we can hear you smiling through the phone, you are well on your way to being our ideal candidate! If you are a fast learner, love to be the “hub” in the company, are enthusiastic, flexible, and have a positive attitude – please apply. You must be proficient in Microsoft Outlook and Word, and have basic knowledge of Excel. Familiarity with database software is a plus.

The Front Desk Administrator is the first point of contact for Energy Products & Design and plays a vital role in delivering an exceptional customer experience. This position welcomes customers, manages incoming communications, schedules appointments, provides administrative support to the sales, service, and installation teams, and helps ensure the office operates efficiently each day.

Success in this role requires a strong team player with outstanding customer service, excellent organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities while creating a warm and welcoming experience for every customer. We are hiring this position because the prior person in the role has been promoted, and looking for our next superstar to join us.

Schedule: Monday–Friday 9:00am–5:30pm

Location: In-person (On Site)

Job Type: Full-time

Pay: $20-23 per hour

Primary Responsibilities:

Customer Experience

• Greet every showroom visitor warmly and professionally.
• Answer and direct incoming phone calls promptly.
• Respond to customer inquiries by phone, email, and text.
• Schedule showroom consultations, installation appointments, and service appointments.
• Ensure every customer receives a first-class experience from first contact through project completion.
• Resolve customer concerns or route them quickly to the appropriate team member.
• Communicate appointment details and scheduling updates with customers to ensure a seamless experience.
• Provide back up phone assistance with Service Coordinator

Office & Administrative Support

• Maintain organized customer files and documentation.
• Enter and update customer information in company software.
• Prepare customer paperwork, invoices, and other administrative documents.
• Process incoming and outgoing mail and deliveries.
• Order and maintain office supplies.
• Keep the front reception area and showroom clean, organized, and welcoming.
• Assist Sales team by monitoring and replenishing showroom brochures, and ordering additional when necessary
• Assist with filing and maintaining mailing and email addresses, ensuring customer records are accurate and complete.
• Support company events, promotions, and special projects.
• Assist the sales, service, and installation teams with administrative tasks as needed.
• Perform other administrative duties as assigned.

Team Communication

• Communicate effectively with the Sales Team, Service Department, Installation Team, Warehouse, and Management.
• Relay customer messages and requests accurately and promptly.
• Escalate customer concerns to the appropriate team member when needed.
• Foster positive communication between departments to support a seamless customer experience.

Daily Responsibilities

• Answer phones and greet showroom visitors.
• Schedule customer appointments.
• Respond to customer inquiries.
• Process payment transactions (cash/check/card) and reconcile cash drawer
• Enter and maintain customer records.
• Assist with invoicing and administrative tasks.
• Maintain an organized reception area.
• Support sales, service, and installation teams.
• Order office supplies.
• Assist with special projects and company events.

Required Qualifications

• High school diploma or equivalent required.
• Associate's degree preferred.
• 2 years of customer service or administrative experience.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Professional appearance and demeanor.
• Proficient with Microsoft Office (Outlook, Word, Excel).
• Experience with CRM, scheduling, or accounting software preferred.

Preferred Skills & Experience

• Exceptional customer service and professionalism.
• Timely and accurate scheduling of customer appointments.
• Positive first impressions of the showroom and company.
• Accurate customer records and documentation.
• Efficient office operations.
• Strong communication across departments.
• Prompt response to customer inquiries.
• Well-organized reception and administrative functions.

Desired Characteristics

• Friendly and welcoming
• Customer-focused
• Highly organized
• Detail-oriented
• Dependable
• Professional
• Positive and energetic
• Self-motivated
• Team-oriented
• Adaptable
• Calm under pressure

Physical Requirements

• Ability to lift and move products or materials up to 30lbs
• Ability to occasionally bend, reach, and assist with light product handling or displays

Our Culture

We take pride in every project from start to finish. From the initial consultation to the final installation and “victory photo,” we work as a team to deliver results we’re proud of. Our goal is simple: leave every home better than we find it.

Why Join Our Team?

At Energy Products & Design, we don’t just sell products, we create complete, high-quality experiences for our customers. Our Sales Associates are trusted advisors who guide projects from concept through completion, ensuring each solution is functional, beautiful, and aligned with the customer’s needs.

As part of our team, you’ll benefit from:

• Benefits: 401(k), health insurance, PTO, parental leave, and employee discounts
• Team Environment: Be part of a close-knit team where every role matters—many of our employees have been with us for 5 years
• Meaningful Work: See the direct impact of your work as projects come to life in customers’ homes

Job Type: Full-time

Pay: $20.00 - $23.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Health insurance
• Health savings account
• Paid time off
• Parental leave

Application Question(s):

• After reading the job description, what interests you most about the job?

Education:

• High school or equivalent (Required)

Experience:

• Administrative: 2 years (Preferred)
• Customer Service: 2 years (Preferred)

Work Location: In person

Salary : $20 - $23