Administrative Assistant

Job Summary

The Administrative Assistant provides essential operational, logistical, and executive-level support to the leadership team while reporting directly to the Administrative Manager. This role sits at the intersection of office administration, inventory coordination, and sales enablement. The ideal candidate is an organized, steady multi-tasker who can accurately maintain financial paperwork, manage office supplies, handle inventory replenishment for our field technicians, and ensure high-priority customer service requests are handled smoothly.

Primary Responsibilities

Inventory Coordination & Sales Enablement

• Inventory Replenishment: Monitor daily parts and materials usage reports to pull stock and stage inventory for field technicians.
• Sales Packets & Collateral: Assemble professional sales packets and literature to fully equip field teams before client appointments.
• Materials Procurement: Maintain optimal stock levels and coordinate ordering for company literature, marketing pieces, and operational field supplies.
• Warranty System Operations: Log equipment details into ServiceTitan and execute manufacturer warranty registrations efficiently following completed installations.

Financial & Warranty Administration

• Paperwork Management: Process purchase orders, invoices, receipts, returns, and standard manufacturer warranty documentation.
• Claims Tracking: Track outstanding manufacturer warranty submissions and reconcile records to verify processing and credits.
• Compliance Support: Maintain accurate records of business permits, professional licenses, and fleet documentation to assist leadership with timely renewals.

Communication, Culture & Client Experience

• Front Desk & Reception: Manage front desk duties, greeting visitors and directing them appropriately with professional etiquette.
• Customer Service Support: Assist with customer requests and operational inquiries when the primary client care desk faces heavy volumes, ensuring seamless support during peak times.
• Company Culture & Events: Serve as the primary coordinator for company culture initiatives, including party planning, office decorating, and organizing onsite or offsite team building events.
• Reports & Executive Correspondence: Gather data from multiple internal sources to assemble daily operational updates, professional written correspondence, and presentations for the executive team.
• Calendar Coordination & Projects: Maintain corporate calendars, schedule management meetings using digital tools, compile executive expense reports, and execute miscellaneous administrative projects as needed.

Knowledge, Skills, and Abilities

• Software & Research Proficiency: Advanced skills in Google Workspace (specifically Sheets, Docs, and Slides). Prior experience navigating or managing records within ServiceTitan or a similar field service CRM is highly preferred. Excellent internet research skills with a proven ability to utilize search engines resourcefully to find independent solutions for unique operational problems.
• Multi-Tasking & Organization: Proven ability to balance steady, structured administrative tasks with daily physical inventory handling and event coordination.
• Meticulous Accuracy: Exceptional proofreading, data entry, and organizational skills, with a zero-error mindset regarding equipment files, purchasing records, and financial receipts.
• Professional Communication: Ability to interact and communicate professionally with clients, field technicians, vendor representatives, and senior executives.
• Discretion & Confidentiality: Prior experience working directly with senior-level leadership handling sensitive operational data.

Educational, Physical, and Environmental Requirements

• Education: High School Diploma or GED required; advanced administrative, secretarial training, or equivalent professional experience is preferred.
• Physical Requirements: Must possess the physical stamina to stand, walk, lift, and move stock parts, heavy boxes of literature, and field materials daily while organizing stock layouts.
• Travel: Minimal (periodic local travel may be required for company-sponsored training seminars, workshops, or conventions).
• Environmental Conditions: General office and warehouse inventory environments.

Pay: $19.00 - $24.00 per hour

Benefits:

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

Work Location: In person

Salary : $19 - $24