Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support the Service Department of an organization in Deerfield Beach, Florida. This contract opportunity with permanent potential is ideal for someone who thrives in a fast-paced office setting and can manage service coordination, documentation, and customer communication with accuracy and professionalism. The person in this role will help keep service activity organized, maintain timely records, and support billing and scheduling tasks that keep projects and service requests moving forward.

Responsibilities:

• Coordinate service requests, warranty activity, and small-scale work orders to help the department meet deadlines and maintain smooth operations.

• Maintain current service records in company systems, including updating job details, tracking progress, and organizing supporting documentation.

• Communicate with subcontractors, technicians, customers, managers, and internal team members to arrange service work and provide ongoing status updates.

• Manage daily scheduling for field carpenters in partnership with the Service Manager and distribute schedule changes through email as needed.

• Create and maintain job files.

• Collect, organize, and attach paperwork needed to support customer invoicing and internal recordkeeping.

• Monitor subcontractor compliance documentation, including workers’ compensation and liability insurance requirements, before work proceeds.

• Build spreadsheets and periodic reports to monitor open service items, project costs, and other department metrics for management review.