Administrative Assistant - Hauppauge, NY

Company Overview

The Rapid Group (TRG) is the parent company of six operating subsidiaries that have been providing exceptional service and technical expertise for more than five decades. These subsidiaries include Rapid Pump & Meter Service Co., Machinery Services Co., Delta Electro Power, Industrial Sales & Service (IS&S), AC Furia, Pumping Solutions, and O&M Solutions. As subsidiaries, each company operates under the TRG umbrella while maintaining its own specialized capabilities, allowing us to deliver comprehensive mechanical, electrical, pumping, and industrial infrastructure solutions across the East Coast.

Together, our companies support municipal, industrial, commercial, and transportation sectors with best-in-class maintenance, repair, installation, field service, and emergency response services that keep critical systems operating reliably and efficiently.

Position Summary

Industrial Sales & Service is seeking a detail-oriented and reliable Administrative Assistant to support daily office operations at our Hauppauge, Long Island location. The ideal candidate will have prior experience in the service industry (preferred) and be comfortable handling a variety of administrative, accounting, and operational support tasks in a fast-paced environment.

Key Responsibilities:

• Create and enter purchase orders accurately and in a timely manner
• Perform accounts payable functions, including invoice processing and reconciliation
• Schedule and coordinate technician dispatch to support service operations
• Add inventory to job tickets to ensure accurate costing and billing
• Assist the General Manager in preparing and organizing customer quotes
• Answer and direct incoming telephone calls professionally
• Sort and distribute incoming mail and correspondence
• Follow up on open invoices and assist with collections as needed
• Maintain organized records of transactions, job tickets, and customer communications
  
  

Qualifications:

• Previous administrative experience minimum of 2 years; service industry experience strongly preferred
• Familiarity with purchase orders, invoicing, and accounts payable processes
• Strong organizational skills with high attention to detail
• Ability to multitask and prioritize in a fastpaced environment
• Excellent communication and customer service skills
• Strong relationship management skills with the ability to professionally interact across all levels of the organization
• Proficient in Microsoft Office (Word, Excel, Outlook, Teams); experience with service management software is a plus
• Reliable, proactive, and teamoriented
• Must be able to work in a fastpaced environment
  
  

Additional Requirements:

• Must be local to Hauppauge, Long Island or within a reasonable commuting distance
• Ability to work fulltime, onsite
  
  

Benefits:

• 401(k) retirement plan
• Medical, Dental, and Vision insurance
• Supportive team environment
• Paid Time Off (PTO) and Sick Time
• Opportunity to grow within a dynamic service organization
  
  

Work Conditions / Schedule:

• Schedule: Monday Friday, 8:00 AM 4:30 PM
• Location: Hauppauge, NY (Onsite)
• Subsidiary: Industrial Sales & Service (IS&S)
• Fastpaced, teamoriented, customerfocused industrial environment
  
  

EEO Statement:

The Rapid Group is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, sex, age, disability, veteran status, or other protected characteristics.