Administrative Assistant

About the role

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.

Responsibilities

• 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.
• Aid with data entry and record management across company platforms.
• Monitor and maintain office supplies and administrative resources.
• Answer and direct incoming phone calls and emails professionally.
• Aid in assisting 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.
• Aid in scheduling meetings, appointments, and company events.
• Cooker conference rooms and meeting logistics.
• Maintain executive calendars and assist with scheduling priorities.
• Support onboarding and training scheduling for new employees.
• Maintain employee files and company records.
• Aid in 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.
• Aid in operational support for operations, sales, accounting, and human resources departments.
• Aid in maintaining company databases and software systems.
• Aid in supporting company initiatives, meetings, training events, and special projects.
• Ensure company procedures and administrative processes are followed consistently.

Requirements

• 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.

Qualifications

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

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

About Hoods Unlimited

At Hoods Unlimited, we are a leading provider of commercial kitchen exhaust cleaning services, committed to delivering top-notch service to our clients across various industries. With a focus on safety, quality, and customer satisfaction, we help restaurants and businesses maintain clean, compliant, and efficient kitchen environments.

As an organization, we pride ourselves on creating a supportive and dynamic workplace where employees are valued, empowered to grow, and encouraged to innovate. We believe that a strong team is the backbone of our success, which is why we invest in our people through training, mentorship, and opportunities for career advancement. Whether you're on the operations, sales, or administrative team, you’ll play a crucial role in driving our mission forward.

Join us and be part of a company that’s not just about getting the job done—it’s about doing it right.