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