Job Description
Job Description
Job Title: Administrative Assistant
Position Summary:
The Front Desk Administrative Assistant is the first point of contact for clients, visitors, and callers, while also supporting the daily operations of the office through a wide range of administrative and customer service duties. This role includes assistance with dispatch coordination, job intake, scheduling, and conference room management, requiring excellent multitasking, communication, and organizational skills.
Key Responsibilities:
- Greet and assist visitors, clients, and vendors in a professional and friendly manner
- Answer, screen, and route incoming phone calls and messages promptly and accurately
- Provide exceptional customer service and resolve basic client inquiries
- Assist with dispatch coordination, including relaying job information to field staff and tracking technician schedules
- Perform job intake by collecting relevant customer information and entering details into the system
- Schedule and coordinate internal and external meetings, including conference room bookings and calendar management
- Maintain the front desk and lobby area, ensuring it remains clean, organized, and welcoming
- Handle incoming and outgoing mail, deliveries, and packages
- Assist with daily vehicle check out and returns
- Maintain vehicle maintenance records electronically
- Schedule vehicle services and ensure documentation is updated
- Maintain office supply inventory and notify appropriate departments when reorders are needed
- Prepare reports, internal documents, and assist with general office filing and data entry
- Support management and other departments with administrative tasks as needed
- Uphold strict confidentiality and professionalism at all times
- Participate on after hours On-Call rotation
Qualifications:
- High school diploma or equivalent required; associate degree preferred
- 1–2 years of experience in an administrative, front desk, or dispatch support role
- Proficiency with Microsoft Office Suite (Outlook, Word, Excel) and calendar systems
- Strong communication and interpersonal skills
- Excellent time management, organization, and multitasking abilities
- Customer service-oriented with a positive, team-first attitude
- Professional appearance and demeanor
- Must have a valid driver’s license and reliable transportation to job sites
- Ability to understand and follow instructions accurately
Preferred Skills:
- Bilingual (Spanish/English) is a plus
- Familiarity with dispatch or job tracking software is an advantage
- Experience in a fast-paced office or service-oriented environment
Benefits & Perks:
- Health, Dental, Vision, and Life Insurance plans available
- 401(k) retirement plan
- Paid time off (PTO) and company holidays
- Opportunities for on-the-job training and career advancement in the restoration industry
- Positive, team-oriented work culture with long-term growth potential
Professional Work Environment:
This is an in-office position during standard business hours. The role may require sitting for extended periods and occasional light lifting.