Administrative Associate

The Administrative Assistant plays a vital role in supporting the daily operations of the business by providing administrative, operational, and customer service support. This position serves as a central point of communication between the office, warehouse, dispatch, installation teams, and customers, helping ensure projects move efficiently from start to finish. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced, team-oriented environment.

Pay Range: $20-$22 per hour

Essential Duties & Responsibilities:

Administrative Support

• Welcome visitors and provide exceptional customer service in person and over the phone.
• Perform data entry, maintain accurate records, and support general office operations.
• Prepare, organize, and maintain documents, files, and reports.
• Process technician time confirmations and assist with payroll-related administrative tasks.
• Handle confidential company and customer information with professionalism and discretion.

Operations & Logistics Support

• Partner with warehouse personnel to assist with service van pre-stocking and daily restocking to ensure technicians have the materials and equipment needed for scheduled work.
• Coordinate with dispatch and field teams to verify warranty parts are returned, organized, documented, and processed correctly.
• Maintain an organized warranty parts inventory and ensure proper tracking for manufacturer claims.
• Track and process equipment registrations to ensure manufacturer warranty compliance.
• Serve as backup to the Installation Coordinator by assisting with scheduling, customer communication, project updates, and documentation as needed.

Project & Sales Support

• Prepare and maintain material cost sheets to support accurate job pricing and estimating.
• Assist in calculating material costs and supporting proposal development.
• Coordinate project documentation, material orders, and job-related paperwork.
• Process, submit, and track utility and OEM (manufacturer) rebate applications, ensuring all required documentation is complete and customers receive timely reimbursements.
• Maintain accurate job files, customer records, and project documentation throughout the project lifecycle.
• Provide administrative support to management and other departments as business needs require.

Qualifications:

• High school diploma or equivalent required; Associate degree preferred.
• Two (2) or more years of administrative, office support, customer service, or operations experience preferred.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook); experience with ERP, CRM, scheduling software, or ServiceTitan is a plus.
• Strong organizational, time management, and multitasking abilities.
• Excellent verbal and written communication skills.
• High attention to detail with the ability to prioritize multiple tasks in a fast-paced environment.
• Ability to work collaboratively across departments while maintaining a positive, customer-focused attitude.

Core Competencies:

• Customer Service Excellence
• Organization & Time Management
• Attention to Detail
• Communication & Collaboration
• Problem Solving & Critical Thinking
• Adaptability & Flexibility
• Initiative & Accountability
• Ability to Prioritize Multiple Projects

Physical Requirements:

• Prolonged periods of sitting, standing, and working at a computer.
• Ability to occasionally lift and carry up to 25 pounds.
• Ability to move throughout the office, warehouse, and operational areas as needed.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, protected veteran status, pregnancy, sexual orientation, gender identity or expression, or any other reason prohibited by applicable law.

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Are you willing to submit to a company sponsored background check and drug screen according to local laws and regulations?

Education:

• High school or equivalent (Required)

Experience:

• admin, office support or operations: 2 years (Required)

Ability to Commute:

• Greensboro, NC 27407 (Required)

Work Location: In person

Salary : $20 - $22