Key Responsibilities

Answer and route incoming phone calls, take accurate messages, and discuss basic service inquiries and pricing with customers in a professional manner

Provide courteous, respectful customer service in all interactions

Prepare and type correspondence for customers, vendors, and internal staff

Enter new service or project requests into internal job tracking systems and alert management of urgent or emergency situations

Support estimators, project managers, and field supervisors with administrative documentation including submittals, subcontractor agreements, certificates of insurance, W-9s, close-out paperwork, and warranty letters

Maintain company vehicle records including registrations, inspections, insurance documentation, routine maintenance, and toll or fuel reconciliations

Manage office supply inventory and ordering

Perform basic website and social media updates and assist with periodic internal or customer newsletters

Coordinate warranty registrations and follow-up communications with maintenance customers

Receive occasional deliveries and assist with purchasing supplies or branded materials as needed

Assist with apprenticeship or training documentation and certification tracking

Participate in safety-related administrative duties including maintaining compliance logs and applications

Oversee new-hire paperwork and assist with onboarding and orientation processes

Open, sort, and distribute incoming mail daily

Maintain and update internal procedures, schedules, vacation tracking, and shared spreadsheets

Send periodic customer surveys and maintain response records

Monitor employee time entry and notify staff of missing submissions

Schedule service department work, update internal scheduling systems, and adjust plans as needed

Maintain office phone systems and mobile account records

Assist accounts receivable by following up on outstanding customer payments when requested