Administrative Assistant

Job Title:

Administrative Assistant

Position Summary: The Front Desk Administrative Assistant is the first point of contact for clients, visitors, and callers, while also supporting the daily operations of the office through a wide range of administrative and customer service duties. This role includes assistance with dispatch coordination, job intake, scheduling, and conference room management, requiring excellent multitasking, communication, and organizational skills.

• Greet and assist visitors, clients, and vendors in a professional and friendly manner
• Answer, screen, and route incoming phone calls and messages promptly and accurately
• Provide exceptional customer service and resolve basic client inquiries
• Assist with dispatch coordination, including relaying job information to field staff and tracking technician schedules
• Perform job intake by collecting relevant customer information and entering details into the system
• Schedule and coordinate internal and external meetings, including conference room bookings and calendar management
• Maintain the front desk and lobby area, ensuring it remains clean, organized, and welcoming
• Handle incoming and outgoing mail, deliveries, and packages
• Assist with daily vehicle check out and returns
• Maintain vehicle maintenance records electronically
• Schedule vehicle services and ensure documentation is updated
• Maintain office supply inventory and notify appropriate departments when reorders are needed
• Prepare reports, internal documents, and assist with general office filing and data entry
• Support management and other departments with administrative tasks as needed
• Uphold strict confidentiality and professionalism at all times
• Participate on after hours On-Call rotation

• High school diploma or equivalent required; associate degree preferred
• 1–2 years of experience in an administrative, front desk, or dispatch support role
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel) and calendar systems
• Strong communication and interpersonal skills
• Excellent time management, organization, and multitasking abilities
• Customer service-oriented with a positive, team-first attitude
• Professional appearance and demeanor
• Must have a valid driver’s license and reliable transportation to job sites
• Ability to understand and follow instructions accurately

• Bilingual (Spanish/English) is a plus
• Familiarity with dispatch or job tracking software is an advantage
• Experience in a fast-paced office or service-oriented environment

• Health, Dental, Vision, and Life Insurance plans available
• 401(k) retirement plan
• Paid time off (PTO) and company holidays
• Opportunities for on-the-job training and career advancement in the restoration industry
• Positive, team-oriented work culture with long-term growth potential

This is an in-office position during standard business hours. The role may require sitting for extended periods and occasional light lifting.