What are the responsibilities and job description for the Office Administrator position at Phoenix Services LLC?
Trusted leader in high‑end appliances is seeking a full time Office Administrator for their Sylvania location. This company has been offering premium products and a white‑glove customer experience for decades!
Direct hire!
The Office Administrator is an experienced, cross‑functional professional who supports the sales team, coordinates service‑related activities, and assists with accounting and office operations. This role is ideal for a polished generalist with strong office management experience who can seamlessly navigate customer service, sales operations, and administrative tasks in a fast-paced retail environment.
Key Responsibilities
Sales Support
- Support sales consultants with order entry, tracking of special orders and vendor ETAs.
- Maintain accurate product information, pricing, and model data within the CRM/POS/ERP.
- Generate and verify order confirmations, ensuring accuracy of model numbers, finishes, measurements, and installation requirements.
- Coordinate delivery and installation schedules with logistics; communicate updates proactively to customers.
- Assist with showroom operations, including pricing tags, product signage, and merchandising updates.
Customer Service & Service Coordination
- Serve as a primary contact for inbound customer service calls and emails.
- Create and manage service tickets, gather diagnostics, and schedule service visits with internal or external technicians.
- Work with manufacturers on warranty verification, parts orders, replacements, and approvals.
- Track all open service cases to completion while maintaining clear documentation and proactive customer updates.
Accounting & Administrative Support
- Assist with invoicing, deposits, payment posting, refunds, and resolving transaction discrepancies.
- Ensure accurate alignment between purchase orders, service tickets, and final invoices.
- Maintain warranty and protection plan documents.
- Keep organized and audit-ready digital files, records, and paperwork.
Office Management
- Oversee general office operations, supplies, vendor coordination, and administrative workflows.
- Maintain an organized, professional office environment that supports daily business operations.
- Assist leadership with reporting, internal communications, and meeting coordination.
- Develop and improve administrative processes and best practices.
Cross‑Team Collaboration
- Work closely with warehouse and logistics teams on deliveries, scheduling, and product issues.
- Partner with purchasing on vendor ETAs, model changes, and backorder communications.
- Provide insights to management on recurring operational issues and opportunities for process improvement.
Qualifications:
- 8 years of professional experience in sales support, customer service, retail operations, or administrative functions.
- Strong office management experience, including workflow organization and operational oversight.
- Excellent communication skills and a customer-first mindset.
- Proficiency in CRM/POS/ERP systems and Microsoft 365 (Outlook, Excel, Word, Teams).
- High attention to detail with strong documentation accuracy.
- Ability to multitask and prioritize effectively in a fast-moving retail environment.
Pay: $18.00 - $22.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Vision insurance
Work Location: In person
Salary : $18 - $22