Administrative Assistant

Receptionist / Scheduling CoordinatorGenerator Supercenter, Inc. is North America's #1 Generac dealer. Our team is committed to delivering reliable, efficient, and innovative energy services that protect homes and businesses during power outages. As we continue to expand, we're looking for a detail-oriented Administrative Assistant to keep our projects on track and our clients connected.Position SummaryThe Administrative Assistant plays a vital role in our business. As the first point of contact for our company, you must warmly welcome our customers and understand our products. You will also support our construction and installation operations. This position is responsible for managing daily job schedules, coordinating materials, tracking project progress, and supporting subcontractors and permit workflows. You'll work closely with construction superintendents, project managers, subcontractors, and vendors to ensure timely project completion and smooth operations.Key ResponsibilitiesScheduling & Coordination:Answering incoming phone calls and making outbound calls when necessaryCreating and maintaining daily and weekly sales schedules for sales staffCreating and maintaining daily and weekly construction and installation schedules based on field and project management inputsCoordinating subcontractor activities and material deliveries to align with project timelinesScheduling inspections, permitting appointments, and commissioning activitiesMonitoring project progress and adjust schedules as needed to meet deadlinesHelping manage and track marketingProject Support & Documentation:Setting up new jobs and ensuring proper documentation is uploaded and maintainedAssisting in preparing change orders, payment applications, and subcontractor agreementsEnsuring site documentation, permit, and task lists are up to date and completedSubmitting permit applicationsHelping manage close-out procedures for completed projects, including permit resolution and task list sign-offCommunication & Team Collaboration:Participating in regular project meetings to review progress, identify delays, and resolve scheduling conflictsMaintaining clear, professional communication with all internal and external stakeholdersAdditional Duties:Supporting vendor negotiations and assist with estimating during the bid processProviding administrative support to project and construction teams as neededCommunicating with customers on status and projected timelinesMaking outbound calls to set sales appointmentsEnsuring the reception area is tidy and presentable, with all necessary stationery and material (e.g., brochures, forms)Performing other clerical receptionist duties such as filing, photocopying, transcribing, and faxingQualifications:High school diploma or GED required; associate degree or trade school certification a plusPrevious experience in scheduling, construction coordination, project administration, or electrical service coordinationStrong proficiency in Microsoft Office Suite (Excel, Word, Outlook, Project)Experience with work order systems and documentation control toolsExcellent communication, organization, and multitasking skillsStrong attention to detail and ability to meet deadlines in a fast-paced environmentMotivated self-starter with strong interpersonal skillsExperience coordinating with subcontractors, vendors, and inspectorsPreferred Skills:Knowledge of residential or commercial generator installation processesConstruction industry experience, particularly in electrical or energy servicesFamiliarity with permitting and inspection coordinationFamiliarity with electrical systems (AC/DC)Marketing experience - bring new ideasWhy Work at Generator Supercenter?Be part of a national leader in energy solutions and backup power systemsSupport meaningful projects that bring peace of mind to customers during power outagesWork in a collaborative, growth-oriented environmentOpportunity for advancement in a growing and innovative companyApply today to join Generator Supercenter as a Scheduling Coordinator and help us keep projects on track and homes powered when it matters most.Join The Generator Supercenter Family – Here it's not just some catchy phrase; it's a lifestyle. We're looking for amazing people who believe in helping others, through the sales, installation, and maintenance of whole home generators that empower our customers with peace of mind, security, and freedom.