Front Desk Administrative Assistant

Description

• Follows instructions, responds to management direction; takes responsibilities for own actions, keeps commitments, completes tasks on time, or notifies supervisor
• Purchasing office and breakroom supplies and equipment, and maintaining proper stock levels
• Assist with Fleet Management
• Greeting visitors, answering a high volume of incoming phone calls, and delivering world-class service to our customers
• Establish and/or maintain systems related to filing, reporting, and database management
• Coordinating appointments and meetings, and managing staff calendars and schedules
• Ensure the highest level of internal customer service
• Assisting with meeting and event preparation, including ordering meals, setting up, and cleaning up the area after, etc.
• Maintaining and responding to email in a prompt and professional manner
• Oversee office deliveries and incoming mail, ensuring parts & equipment deliveries are properly labeled, stored safely, and communicated to appropriate team members
• Creating presentations and other management-level reports
• Demonstrates accuracy and thoroughness in work performed; looks for ways to promote quality; monitors work to ensure quality
• Assist with employee engagement, such as birthday and work anniversary celebrations and communications
• An elite level of customer service, to ensure we continue to be the first call our customers make for their HVAC and mechanical services needs
• Manage and create Purchase Orders

Requirements

• Proven experience as an Administrative Assistant, Office Coordinator, or in a similar administrative role
• Strong organizational and time management skills with the ability to multitask and prioritize effectively
• Must collaborate with support personnel, management, and clients regularly
• Ability to handle confidential information with discretion and professionalism
• Professional demeanor when greeting visitors, handling phone calls, and corresponding via email
• Capable of working and performing all duties in a private office
• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred
• Excellent written and verbal communication skills, with a strong customer service mindset
• Detail-oriented with strong problem-solving skills and a proactive attitude
• Experience with billing, purchase orders, and record-keeping preferred
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfortable learning new software systems
• Comfortable working independently in a private office environment and managing multiple responsibilities simultaneously

Benefits

• Work Hours: 7:30 am to 4:30 pm, Monday through Friday, with occasional overtime, flexible when needed
• Generous Referral Bonus of $2,500 per referral
• Financial Resources - 401(k) Retirement Savings Plan with a 5% match, Life Insurance, Short & Long-Term Disability
• Time-Off & Holidays - Up to 4 weeks of Paid Off, 9 Paid Holidays + Veterans Day for Veterans
• Comprehensive Healthcare Coverage - Medical, Dental, Vision, Free Telehealth + More
• Career Growth & Development- Company-sponsored education and career advancement programs like the FirstCall Academy, the Learning & Education Assistance Program (LEAP), and the FirstCall Progression Program
• Competitive Weekly Pay
• Role-Specific Perks - Company vehicle or allowance, mobile phone or phone allowance, uniforms, and work boot and pants allowances

Training + Development

Interview process

Visa Sponsorship

Security clearance