Entry Level Administrative Assistant

Job Title: Administrative Assistant
Job Summary:
We are seeking a highly motivated individual looking to grow a host of skills such as: organization, compassion, empathy, scheduling, communication, time management, and project management. This individual will support daily administrative operations and help keep our team running efficiently. This role is responsible for managing inbound phone calls, coordinating schedules for inspections and
remediation work, and handling email correspondence. 
The ideal candidate is detail-oriented, professional, able to communicate clearly and enthusiastic about personal and professional growth.
Key Responsibilities
Administrative & Office Support
The AA will serve as a central point of contact for ownership and  operations. They will help
ensure that communication, scheduling, and administrative tasks are handled accurately and
efficiently.
Responsibilities include:
● Answer and direct inbound phone calls in a professional and courteous manner.
● Respond to customer, vendor, and internal team inquiries by phone and email.
● Coordinate and manage email correspondence, including follow-ups, scheduling
confirmations, and general communication.
● Maintain organized records, files, schedules, and documentation.
● Support leadership with administrative tasks, reporting, and day-to-day coordination.

Scheduling & Coordination
This position will play a key role in coordinating work for field team members and ensuring
inspections, remediations, and projects are scheduled properly.
Responsibilities include:
● Schedule inspections, remediation appointments, and project-related visits for team
members.
● Coordinate calendars and communicate scheduling details to customers, employees,
vendors, and leadership.
● Make follow-up phone calls regarding appointments, project updates, estimates,
outstanding items, and customer questions.
● Track upcoming inspections, active jobs, project timelines, and pending follow-ups.
● Communicate schedule changes promptly and professionally.
● Assist in keeping projects organized from initial contact through completion.

Inventory Tracking & Ordering
This role will assist leadership with monitoring office and operational inventory to help ensure
supplies and materials are available when needed.
Responsibilities include:
● Assist with tracking inventory levels for supplies, materials, and equipment.
● Help identify items that need to be reordered.
● Place or coordinate orders as directed by leadership.
● Communicate with vendors regarding product availability, pricing, orders, and delivery
timelines.
● Maintain organized inventory records and assist with periodic inventory reviews.

No previous professional experience required.
Desired Qualifications and what you will gain:
● Experience with Microsoft Excel, Microsoft Word, and email platforms is required.
● Strong phone, email, and written communication skills are preferred.
● Organizational and time-management abilities.
● Professional, reliable, and detail-oriented.
● Comfortable working with customers, vendors, field staff, and leadership.
● Proficiency with basic computer systems, email, calendars, spreadsheets, and office
software.
● Ability to learn company-specific software, scheduling platforms, accounting systems, or
project management tools.

Preferred Skills
● Strong attention to detail and accuracy.
● Ability to follow through on tasks without frequent reminders.
● Customer-service mindset with a calm, empathetic and professional communication style.
● Problem-solving ability and willingness to take initiative.

This position begins as office-based, with flexibility to WFH occasionally as needed, and
requires frequent communication by phone, email, and internal systems. The AA
will work closely with leadership, administrative staff, field team members, vendors, and
customers to support daily operations and project coordination.
Reporting Structure
The AA will report directly to company leadership or the designated operations
manager and will work closely with team members across administrative, field, and project
operations.
Ideal Candidate
The ideal candidate is someone who wants to grow personally and professionally. Someone who enjoys a support role. They are
comfortable answering phones, coordinating schedules, following up with customers, supporting
basic accounting functions, and helping leadership stay organized. They take pride in accuracy,
communication, and keeping projects and people on track.