Position Overview

We are seeking a highly organized, customer-focused Administrative Assistant to support daily office operations in a fast-paced environment. This role is essential to our business and serves as the primary point of contact for customers, vendors, and internal staff.

The ideal candidate will manage a wide range of administrative, scheduling, and customer service responsibilities, including phone support, quotations, invoicing, customer coordination, and walk-in counter sales. This position supports two distinct business entities under common ownership, requiring adaptability, strong communication skills, and exceptional attention to detail.

Key Responsibilities

• Provide professional, courteous, and detail-oriented communication with customers and vendors via phone, email, and in person
• Answer and route incoming calls; accurately record messages and customer requests
• Prepare and process quotations, invoices, and related documentation in a timely manner
• Prepare bank deposits and accurately apply payments to customer accounts
• Process incoming mail and related correspondence
• Create customer-required paperwork, including AIA forms, payment applications, and lien waivers
• Maintain accurate records and follow up on customer and vendor inquiries
• Develop working knowledge of company products and services to enhance customer interactions
• Monitor office supply inventory and manage ordering as needed
• Assist with walk-in counter sales and general office support
• Willingly assist with tasks outside normal responsibilities to ensure exceptional customer service

Preferred Qualifications & Requirements

• 3–5 years of general clerical and direct customer service experience
• Minimum of 2 years’ experience in a service-based industry
• Exceptional telephone presence and customer service skills
• Strong organizational, multitasking, and time-management abilities
• Proficiency in Microsoft Word and Excel with a high degree of accuracy
• Excellent written and verbal communication skills
• Ability to thrive in a fast-paced, multi-tasking environment

Compensation & Work Schedule

• Pay Range: Based on experience
• Schedule: Full-time, Monday–Friday, 8:30-4:30

What We Offer

• A stable position within a growing organization
• A collaborative and supportive work environment
• Opportunities to expand skills across administrative, scheduling, and customer service functions
• 401(k) and health insurance benefits