Administrative Assistant​/Dispatcher

Benefits:

• Competitive salary
• Opportunity for advancement
• Paid time off

Small electrical service company seeking for a dynamic Administrative Office Assistant/Dispatcher to join our team! The ideal candidate is reliable, self-motivated, outgoing, highly organized with great people skills. This position is responsible for coordinating our daily dispatch schedule and managing day to day office tasks ensuring operational efficiency.

• Answer calls on a multi-line telephone system, responding to customer inquiries and service requests promptly and professionally
• Coordinate, schedule, and dispatch services jobs effectively
• Maintain company daily, weekly, and monthly calendar
• Assist in tracking the progress of each service job to ensure timely and successful completion
• Maintain ongoing communication with customers and Service Technicians regarding service appointments, follow-ups, and any job status updates or changes

• Respond to phone calls, emails, and in-person inquiries, delivering exceptional customer service
• Monitor third-party lead source requests daily, ensuring prompt and timely responses
• Manage Accounts Payables and Accounts Receivables
• Respond to online reviews and manage social media pages
• Proactively manage and follow up on outstanding balances for both customers and vendors
• Ensure the smooth operation of office equipment by performing regular maintenance and promptly identifying and addressing any service needs to minimize downtime
• Maintain inventory of office supplies and coordinate orders when necessary
• Assist with payroll, invoicing, and other administrative tasks as needed
• Perform general office administrative tasks, including copying, filing, and other duties as assigned
• Collaborate closely with the Owner and Operations Manager to support and enhance company operations, ensuring overall success

• 3-5 years of experience in the construction industry or similar
• Proficient in office software (Microsoft Office Suite and Google Workspace)
• Excellent communication skills, both written and verbal, with the ability to interact professionally with customers, technicians, and team members.
• Strong organizational and time management skills
• Reliable and punctual
• Ability to multitask effectively and manage multiple tasks simultaneously.
• Strong aptitude for learning new skills and systems
• Ability to always maintain a high level of discretion and confidentiality

• Excellent phone etiquette and charisma
• Work well under pressure while maintaining a high level of professionalism
• Experience with dispatching software is preferred but not required
• Experience with Quick Books or similar accounting software is preferred but not required

If you are organized, motivated, and ready to contribute to our team's success as an Administrative Assistant, we encourage you to apply!