We are looking for a detail-oriented Administrative Assistant to join a growing team. This contract position with long-term potential is ideal for someone who can stay organized in a fast-paced service environment, handle frequent interruptions with professionalism, and support daily office operations with accuracy. You will play an important role in coordinating job-related administrative tasks, maintaining documentation, and helping improve consistency across office processes. Training will be provided on internal software, and this opportunity offers long-term potential for someone who enjoys structured work and team collaboration.
Responsibilities:
- Coordinate administrative activities tied to service jobs, from opening work orders to supporting scheduling and final file review before billing
- Answer incoming calls and messages, respond to routine inquiries, and direct information to the appropriate team members in a timely manner
- Enter and update job details, purchase order information, sales tax data, and other records with a high level of accuracy
- Review job files to confirm vendor invoices and supporting documentation have been received and properly recorded
- Maintain organized vendor records and assist with invoice entry to support efficient payment and billing processes
- Support dispatch-related coordination by helping schedule technicians and keeping service information current
- Document workflows and day-to-day procedures to help create more consistent administrative practices across the team
- Work closely with office staff to identify process gaps, improve organization, and support evolving operational needs
- Prior experience in an administrative assistant, office support, receptionist, or similar coordination role
- Strong data entry skills with close attention to detail and the ability to manage multiple tasks accurately
- Comfortable answering inbound calls and working in an environment with frequent interruptions and changing priorities
- Experience handling invoices, maintaining files, and supporting vendor-related administrative activities
- Ability to stay organized while working in a busy service-oriented office setting
- Proficiency with Microsoft Office and willingness to learn company-specific software through training
- Strong communication skills and a dependable, team-focused approach to daily work