Office Assistant

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

We’re seeking a highly organized and customer‑focused Office Administrator to support daily operations in a fast‑paced service environment. This role serves as the first point of contact for customers, coordinates service scheduling, manages warranty claim submissions, and handles light accounting functions. The ideal candidate is detail‑oriented, comfortable on the phone, and confident working with numbers and data.

• Answer inbound calls and assist customers with scheduling service appointments
• Coordinate technician schedules for efficiency and timeliness
• Provide clear information regarding service fees, policies, and availability
• Follow up with customers regarding appointment confirmations and updates
• Maintain a professional, friendly, and solution‑focused phone presence

• Schedule and route service calls based on technician availability and location
• Update service management software with accurate call details
• Communicate changes or delays to customers and technicians

• Submit warranty claims to manufacturers accurately and timely
• Track claim status and follow up as needed
• Maintain organized digital and/or physical warranty records
• Ensure supporting documentation is complete and compliant

• Apply customer payments accurately to open invoices
• Prepare and record daily bank deposits
• Perform data entry related to service calls, billing, and collections
• Assist with invoice processing and account reconciliation
• Maintain accurate financial records and reports

• Strong verbal communication skills with a professional and confident tone
• Comfortable handling high call volume
• Ability to de‑escalate concerns and provide helpful solutions
• Clear and accurate information gathering

• Proficient in Microsoft Office (Excel, Word, Outlook)
• Experience with service management or scheduling software preferred
• Accurate data entry skills with strong attention to detail
• Ability to prioritize and multitask in a busy office setting

• Customer service or call center background

• Reliable and punctual
• Detail‑oriented and highly organized
• Team‑oriented with a positive attitude
• Able to maintain confidentiality with financial information