Entry Level Administrative Assistant

Job Description

Job Description

Benefits: Opportunity for advancement Training & development Bonus based on performance Employee discounts Job Title: Administrative Assistant Job Summary: We are seeking a highly motivated individual looking to grow a host of skills such as: organization, compassion, empathy, scheduling, communication, time management, and project management. This individual will support daily administrative operations and help keep our team running efficiently. This role is responsible for managing inbound phone calls, coordinating schedules for inspections and remediation work, and handling email correspondence. The ideal candidate is detail-oriented, professional, able to communicate clearly and enthusiastic about personal and professional growth. Key Responsibilities Administrative & Office Support The AA will serve as a central point of contact for ownership and operations. They will help ensure that communication, scheduling, and administrative tasks are handled accurately and efficiently. Responsibilities include: ● Answer and direct inbound phone calls in a professional and courteous manner. ● Respond to customer, vendor, and internal team inquiries by phone and email. ● Coordinate and manage email correspondence, including follow-ups, scheduling confirmations, and general communication. ● Maintain organized records, files, schedules, and documentation. ● Support leadership with administrative tasks, reporting, and day-to-day coordination. Scheduling & Coordination This position will play a key role in coordinating work for field team members and ensuring inspections, remediations, and projects are scheduled properly. Responsibilities include: ● Schedule inspections, remediation appointments, and project-related visits for team members. ● Coordinate calendars and communicate scheduling details to customers, employees, vendors, and leadership. ● Make follow-up phone calls regarding appointments, project updates, estimates, outstanding items, and customer questions. ● Track upcoming inspections, active jobs, project timelines, and pending follow-ups. ● Communicate schedule changes promptly and professionally. ● Assist in keeping projects organized from initial contact through completion. Inventory Tracking & Ordering This role will assist leadership with monitoring office and operational inventory to help ensure supplies and materials are available when needed. Responsibilities include: ● Assist with tracking inventory levels for supplies, materials, and equipment. ● Help identify items that need to be reordered. ● Place or coordinate orders as directed by leadership. ● Communicate with vendors regarding product availability, pricing, orders, and delivery timelines. ● Maintain organized inventory records and assist with periodic inventory reviews. No previous professional experience required. Desired Qualifications and what you will gain: ● Experience with Microsoft Excel, Microsoft Word, and email platforms is required. ● Strong phone, email, and written communication skills are preferred. ● Organizational and time-management abilities. ● Professional, reliable, and detail-oriented. ● Comfortable working with customers, vendors, field staff, and leadership. ● Proficiency with basic computer systems, email, calendars, spreadsheets, and office software. ● Ability to learn company-specific software, scheduling platforms, accounting systems, or project management tools. Preferred Skills ● Strong attention to detail and accuracy. ● Ability to follow through on tasks without frequent reminders. ● Customer-service mindset with a calm, empathetic and professional communication style. ● Problem-solving ability and willingness to take initiative. This position begins as office-based, with flexibility to WFH occasionally as needed, and requires frequent communication by phone, email, and internal systems. The AA will work closely with leadership, administrative staff, field team members, vendors, and customers to support daily operations and project coordination. Reporting Structure The AA will report directly to company leadership or the designated operations manager and will work closely with team members across administrative, field, and project operations. Ideal Candidate The ideal candidate is someone who wants to grow personally and professionally. Someone who enjoys a support role. They are comfortable answering phones, coordinating schedules, following up with customers, supporting basic accounting functions, and helping leadership stay organized. They take pride in accuracy, communication, and keeping projects and people on track.

Flexible work from home options available.