Administrative Office Assistant

This position is 100% in-office and reports to our facility in Jupiter, FL.

About the role

As an Administrative Office Assistant, you will provide essential operational support by working closely with our current Administrative Assistant and the Executive Assistant to our president. This role serves as a central point of communication for customers, technicians, and internal teams, managing service scheduling, work order distribution, invoicing, and recordkeeping. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced service environment while delivering outstanding customer service.

Schedule

Monday – Friday, 08:00am – 05:00pm

Responsibilities

• Receive incoming customer inquiries via phone and email and prioritize them appropriately to ensure critical issues are addressed promptly
• Schedule service calls based on customer needs and technician availability
• Prepare and distribute daily service tickets to technicians
• Collect, review, and submit weekly employee timesheets
• Maintain accurate payroll-related records
• Coordinate and schedule required fire inspections
• Receive, verify, and reconcile equipment and materials for each project
• Code and process equipment invoices

Requirements

• High School Diploma
• Attention to detail with an ability to stay focused on assigned tasks
• Proficient in Microsoft Office Suite
• Full professional working proficiency in the English language
• Excellent communication skills, both written and verbal
• Valid Driver License and clean driving record

Benefits

• Medical, Dental, and Vision coverage
• 401k retirement plan
• Paid Time Off (PTO)