General Office Assistant

Responsibilities

• Help ensure all items are ready for installation, repair appointments, and service calls.
• Confirm installers have complete job notes, customer information, product details, and any required parts or materials before going to the job.
• Aid in entering installer job forms and installation notes.
• Help confirm whether additional parts, items, or materials are needed before ordering.
• Verify that installation and repair appointments are properly scheduled and prepared for.
• Answer incoming phone calls in a professional and helpful manner.
• Assist with scheduling appointments, repairs, installations, and customer service visits.
• Handle basic customer service questions and route more technical product or repair issues to the appropriate person.
• Assist with outgoing calls to customers regarding sales, installs, and repair appointments.
• Help keep customer communication organized and properly documented.
• Aid the sales team with basic estimating support.
• Help gather product and vendor information needed for quotes.
• Support the sales staff by organizing customer information, product selections, measurements, and project details.
• Aid in preparing information needed to move quotes and customer projects forward.
• Assist with data entry for ordered items.
• Help track ordered products.
• Maintain accurate project status from sale through installation.
• Congnorate with vendors regarding order status, ship dates, product details, and required follow-up.
• Match received items to packing lists and purchase orders.
• Aid in receiving product, organizing incoming items, and matching products to customer jobs.
• Maintain accurate project notes in the CRM system.
• Assist with matching vendor invoices to purchase orders, packing lists, and project records.
• Confirm vendor bills are accurate and paid properly.
• Aid Accounts Payable by making sure vendor invoices are received, reviewed, and connected to the correct job.
• Aid in collecting and organizing accounts receivable information.
• Aid in entering client contracts and repair orders.
• Confirm installer CODs, amounts due, and customer payment status.
• Aid in preparing statements and customer payment follow-up when needed.
• Aid with data entry into the CRM system.
• Keep customer, job, order, and installation information current.
• Help maintain organized records for sales, purchasing, scheduling, accounting, and installation.
• Aid the owner and management team with general administrative tasks.
• Congnorate with different departments to simplify daily operations and reduce bottlenecks.

Requirements

• High school diploma or equivalent.
• Experience in office administration, accounting, or a related field.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite, particularly Excel and Outlook.
• Ability to work independently and manage multiple tasks simultaneously.
• Basic knowledge of project management tools and software.
• Ability to handle sensitive and confidential information.