Administrative Assistant

Administrative Assistant

The Administrative Assistant serves as a key member of the Support Center team and provides administrative support to company leadership and various departments. This position helps ensure the smooth day-to-day operation of Hoods Unlimited and American Fire Shield through organization, communication, recordkeeping, scheduling, and project support. The ideal candidate is highly organized, detail-oriented, professional, and capable of managing multiple priorities in a fast-paced environment while maintaining confidentiality and delivering exceptional internal and external customer service.

Essential Duties & Responsibilities

Administrative Support:

• Provide administrative support to executives, managers, and department leaders.
• Prepare, edit, and distribute company documents, forms, reports, and correspondence.
• Maintain organized electronic and physical filing systems.
• Assist with data entry and record management across company platforms.
• Monitor and maintain office supplies and administrative resources.

Communication & Customer Support:

• Answer and direct incoming phone calls and emails professionally.
• Assist customers, vendors, subcontractors, and employees with general inquiries.
• Route requests to appropriate departments and follow up as needed.
• Draft professional emails, letters, and internal communications.

Scheduling & Coordination:

• Assist with scheduling meetings, appointments, and company events.
• Coordinate conference rooms and meeting logistics.
• Maintain executive calendars and assist with scheduling priorities.
• Support onboarding and training scheduling for new employees.

Documentation & Reporting:

• Maintain employee files and company records.
• Assist with preparation of reports, spreadsheets, presentations, and dashboards.
• Track completion of assigned administrative tasks and projects.
• Support document collection for insurance, compliance, licensing, and customer requirements.

Operational Support:

• Assist operations, sales, accounting, and human resources departments with administrative projects.
• Help maintain company databases and software systems.
• Support company initiatives, meetings, training events, and special projects.
• Ensure company procedures and administrative processes are followed consistently.

Qualifications

Required:

• High school diploma or equivalent.
• 2+ years of administrative, office, customer service, or related experience.
• Strong proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• Ability to maintain confidentiality and professionalism.
• Ability to work independently while managing multiple priorities.

Preferred:

• Associate's or Bachelor's degree.
• Experience with ServiceTrade, QuickBooks, ADP, Connecteam, or similar business software.
• Experience supporting operations, scheduling, accounting, or executive leadership teams.

Skills & Competencies

• Exceptional attention to detail
• Strong organizational skills
• Professional communication
• Problem-solving mindset
• Time management
• Customer service orientation
• Dependability and accountability
• Adaptability in a fast-paced environment
• Ability to prioritize competing deadlines

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Ability to occasionally lift and carry office supplies and materials up to 25 pounds.
• Ability to move throughout the office as needed.

Benefits

• Competitive compensation
• Paid Time Off (PTO)
• Paid Holidays
• Professional development opportunities
• Supportive team environment
• Opportunities for growth and advancement within the company

Success Metrics

• Maintain accurate and organized records.
• Respond to internal and external requests promptly.
• Meet deadlines consistently.
• Demonstrate professionalism in all communications.
• Help improve efficiency and organization throughout the company.
• Support leadership and departments with a positive, solutions-oriented attitude.

Compensation: $20.00 - $23.00 per hour