Office & Administrative Assistant

Hearth, Stove & Fireplace Installation Company We are looking for a highly organized, dependable

We are looking for a highly organized, dependable Office & Administrative Assistant to help keep our growing hearth and fireplace installation business running smoothly.

This position combines office clerical responsibilities with direct support for the owner. We are looking for someone who can handle the everyday administrative work while also keeping track of details, following up on open items, communicating with customers and vendors, and helping the owner stay organized.

This is an important position for someone who enjoys being the person who keeps things moving and makes sure nothing falls through the cracks.

• Answer phones and respond to customer inquiries.
• Schedule and confirm customer appointments.
• Enter and maintain customer and job information.
• Prepare invoices, estimates, purchase orders, and other documents.
• Process paperwork and maintain organized job files.
• Enter bills, receipts, and other financial information.
• Track deposits, payments, and outstanding balances.
• Maintain digital and paper records.
• Order office supplies and coordinate routine administrative needs.
• Communicate with customers, vendors, suppliers, and employees.
• Assist with general bookkeeping and accounting-related tasks.
• Monitor email and respond or route messages appropriately.

• Help schedule installations and service appointments.
• Coordinate with customers regarding appointments and job requirements.
• Communicate with the installation crew regarding schedules and job information.
• Help track materials and special-order items.
• Follow up on open customer issues and incomplete paperwork.
• Maintain accurate job records from the initial sale through completion.
• Help identify scheduling conflicts or missing information before they become problems.
• Assist with warranty paperwork and manufacturer communications.

A significant part of this position will be working directly with the owner.

• Keep track of priorities and deadlines.
• Organize appointments and meetings.
• Follow up on tasks and outstanding issues.
• Prepare information needed for decisions.
• Keep track of customer, vendor, and job-related items.
• Make phone calls and send emails on the owner's behalf when appropriate.
• Maintain lists of things that need attention.
• Help organize projects and special assignments.
• Remind the owner about important follow-ups and commitments.
• Take routine administrative tasks off the owner's plate.

The ideal person will eventually become someone the owner can say: “Take care of this,” and know that it will be followed through to completion.

• Extremely organized.
• Dependable and consistent.
• Comfortable taking initiative.
• Detail-oriented without losing sight of the big picture.
• Comfortable communicating with customers and vendors.
• Able to prioritize competing demands.
• Good at following through.
• Comfortable working independently.
• Discreet and trustworthy with confidential business information.
• Comfortable learning new software and systems.
• Able to recognize when something needs attention without always being told.

• Makes lists and keeps track of details.
• Notices when something is missing.
• Doesn't let unanswered emails or customer calls sit.
• Likes solving problems.
• Can juggle several things without becoming overwhelmed.
• Is comfortable asking questions when something isn't clear.
• Takes ownership rather than saying, “That's not my job”.
• Enjoys being the person…