Administrative Assistant

JOB DESCRIPTION

A nationally recognized service organization supporting essential equipment operations is seeking a high‐energy Administrative Coordinator to support a high‐volume service office. This is a crucial role as it will significantly reduce workload strain and enhance communication metrics for the region.

This location has about 3 employees who are in and out of the office, and covers 65,000 square miles. Communication with customers is a critical driver of customer satisfaction scores and overall revenue growth.

This individual will serve as the front‐line contact for customers, technicians, and internal teams - ensuring updates are communicated promptly, the office runs smoothly, and incoming calls are answered professionally. After training you will often work independently; fielding up to 70 calls a day.

This is an excellent opportunity for someone who enjoys a fast‐paced environment, has strong people skills, and wants to join a company with significant internal advancement potential. If performance milestones (30‐60‐90 days) are met, this role can grow into broader office, service, or operational responsibilities.

RESPONSIBILITIES

• Make outbound customer calls to provide repair schedule updates (50% of role; ~60–70 calls/day)

• Answer and triage all inbound calls to the Birmingham office

• Receive, sign for, and distribute mail and packages, including FedEx overnight

• Maintain office appearance and assist with general upkeep

• Organize parts shelves and support inventory coordination

• Assist with basic administrative tasks to keep office operations running smoothly

• Serve as a friendly, professional presence in the office when the Operations Lead is in the field

REQUIRED SKILLS AND EXPERIENCE

• Make outbound customer calls to provide repair schedule updates (50% of role; ~60–70 calls/day)
• Answer and triage all inbound calls to the Birmingham office
• Receive, sign for, and distribute mail and packages, including FedEx overnight
• Maintain office appearance and assist with general upkeep
• Organize parts shelves and support inventory coordination
• Assist with basic administrative tasks to keep office operations running smoothly
• Serve as a friendly, professional presence in the office when the Operations Lead is in the field

NICE TO HAVE SKILLS AND EXPERIENCE

• Experience in manufacturing, service industry, or field‐based company (HVAC, pest control, construction, logistics, etc.)
• Experience in environments where equipment downtime impacts customer urgency
• Familiarity with service scheduling or dispatch concepts
• Church admin or community‐facing admin background (people‐heavy roles)