Administrative Assistant

Description

• Record detailed notes from customer and partner interactions to support order tracking and service resolution.
• Assist in the processing of warranty claims and documentation.
• Prepare and make bank deposits, scan checks into Citizens Bank.
• Address customer inquiries, concerns, or complaints received via phone or email and ensure timely resolution.
• Develop and maintain positive working relationships with internal and external stakeholders.
• Verify and reconcile fuel receipts.
• Process customer credit card payments and assist with ACH transactions.
• Coordinate job scheduling with subcontractors via phone and email.
• Answer incoming calls and assist customers professionally.
• Process install payments for retail jobs.
• Submit paperwork for new customer accounts.
• Order and/or pick up office supplies.
• Communicate with retailers, dealers, and homeowners to confirm orders and verify information.
• Serve as a backup resource for various departments as needed.
• Assist in managing callbacks, warranty issues, and customer support follow-ups.
• Responsible for timely and accurate billing functions.
• Support other team members during absences, peak periods, or special projects.
• Count cash drawers daily and record results.
• Scan, file, and maintain documents and records.
• Ensure that technicians and subcontractors complete all required paperwork accurately before billing.
• Drop off mail at the post office as needed.

Requirements

• Strong 10-key and data entry skills.
• Excellent written and verbal communication skills.
• Bilingual in Spanish preferred.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Experience with QuickBooks is highly desirable.
• Highly organized, detail-oriented, and proactive in managing multiple priorities.
• Prior experience in an administrative or accounting support role preferred.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance