Office Administrative Assistant

Office Administrative Assistant

Family Business | Generac Generator Dealer

We are a growing family business and authorized Generac generator dealer looking for a dependable, organized, and friendly Office Administrative Assistant to join our team.

This is a hands-on administrative position supporting the day-to-day operations of our office, technicians, and customers. The ideal candidate is organized, detail-oriented, comfortable using computers, and able to manage multiple tasks while providing excellent customer service.

This is a great opportunity for someone who enjoys working in a small-business environment where every team member plays an important role.

Responsibilities

Office & Administrative Support

• Answer incoming phone calls and assist customers with questions or requests.
• Provide friendly and professional customer service by phone, email, and in person.
• Assist with general office organization and administrative tasks.
• Maintain accurate customer information and records in the company database.
• Update customer and job information as needed.
• Assist with filing, scanning, copying, and organizing documents.

Job & Installation Support

• Create and maintain job folders for new generator installations.
• Add new customer information to appropriate corresponding databases efficiently from the sales process through ongoing service.
• Assist with keeping job information current from scheduling through completion.

Scheduling Support

• Scheduling service calls, and maintenance appointments.
• Communicate appointment information and updates to customers.
• Help coordinate schedules and make updates when appointments change.
• Follow up on scheduling related items as needed.

Invoicing & Payments

• Prepare and process customer invoices.
• Take and accurately record customer payments by phone, in person, or through approved payment methods.
• Assist with maintaining accurate billing records.
• Organize completed job paperwork for invoicing.
• Follow up on missing information needed to complete invoices.

Inventory

• Maintain and organize office and job-related inventory.
• Track inventory levels and identify items that need to be reordered.
• Receive and organize incoming supplies and materials.
• Maintain accurate inventory records.

Customer & Marketing Support

• Prepare and send customer mailers and other company communications.
• Assist with customer follow-ups and routine correspondence.
• Help maintain accurate contact information in our customer database.

What We're Looking For

• Previous office, administrative, receptionist, or customer service experience preferred.
• Basic computer skills and the ability to learn new software and systems required.
• Excellent organizational skills and attention to detail.
• Friendly and professional communication style.
• Comfortable answering phones and working with customers.
• Comfortable handling payments and maintaining accurate records.
• Ability to stay organized while handling multiple tasks.
• Dependable, punctual, and willing to help wherever needed.
• Ability to work independently while also being a team player.
• Strong follow-through and attention to accuracy.

Experience with construction, electrical, HVAC, generators, service companies, permitting, or other field-service businesses is a plus, but we are willing to train the right person.

The Right Person

We are looking for someone who is reliable, organized, and willing to pitch in. In a small business, the Office Assistant plays an important role in keeping things moving behind the scenes.

The right person will take pride in keeping paperwork organized, helping customers, supporting our technicians, keeping records accurate, and making sure the details are taken care of.

What We Offer

• A friendly, family business work environment.
• A varied workday with opportunities to learn different aspects of the business.
• Training in our systems and processes.
• Opportunity to grow with a growing company.

Compensation: $25/hour

Schedule: Full Time, Monday-Friday, 9:00AM-5:00PM

Benefits: medical insurance, dental & vision insurance options, retirement/401k, life insurance and paid time off

To apply, please submit your resume and a brief description of your relevant experience.

Established in 1979, we have specialized in generator installations since our beginning. We maintain our offices and warehouse in Kings Park, N.Y. where we have a 2400 square foot building. Family owned and operated.