Administrative Operations Secretary

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MUST BE ABLE TO START IMMEDIATELY

We are seeking an organized and detail-oriented Administrative Operations Secretary to manage our day-to-day operations, provide administrative support, and coordinate the dispatch of installation crews. The ideal candidate will have excellent communication skills, be able to multitask, and have experience in administration and operations. Proficiency in CRM systems, Google/Microsoft Suite, and other operational tools is required. Key Responsibilities Administrative Support

• Provide administrative support, including answering phone calls, responding to emails, and preparing documents.
• Maintain accurate and up-to-date records, files, and databases.
• Order supplies, manage inventory, and perform other administrative tasks as needed.

Operations

• Coordinate the day-to-day operations of the installation team, including scheduling, dispatching, and tracking crew locations.
• Monitor and report on operational performance metrics, including productivity, efficiency, and customer satisfaction.
• Identify areas for improvement and implement process changes to optimize operations.

Dispatch and Logistics

• Coordinate the dispatch of installation crews, including assigning jobs, scheduling routes, and tracking crew locations.
• Manage logistics, including equipment, materials, and any other products needed.
• Communicate with customers, installation crews, and other stakeholders to ensure smooth operations.

Data Management and Reporting

• Maintain accurate and up-to-date records in our CRM system (JobDox).
• Develop and maintain dashboards and other visualizations to track key performance indicators (KPIs).

Other Responsibilities

• Develop and maintain relationships with vendors, suppliers, and other external partners.
• Participate in special projects and perform other duties as assigned.

Requirements

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• 2+ years of experience in administration, operations, or a related field.
• Excellent communication, organizational, and time management skills.
• Ability to multitask, prioritize tasks, and work in a fast-paced environment.

Proficiency in:

• CRM systems (JobDox)
• Google Suite (Docs, Sheets, Slides) and/or Microsoft Office (Word, Excel, PowerPoint)
• Timeclock software and commission calculation tools (a plus)
• Ability to learn new systems and tools quickly.
• Strong analytical and problem-solving skills.

Working Conditions

• This is a full-time, office-based position with occasional travel to job sites or vendor meetings.
• Must be able to work in a fast-paced environment with frequent interruptions.
• Must be able to sit for long periods, use a computer, and answer phone calls.

What We Offer

• Competitive salary and benefits package.
• Opportunity to work with a growing company in a dynamic industry.
• Collaborative and supportive work environment.
• Professional development and growth opportunities

Hiring Process

• We are looking for someone to start immediately .
• Our hiring process is quick and efficient, with the goal of having you on board as soon as possible.
• If you're a motivated and organized individual who is looking for a new challenge, please submit your application today!

Job Type: Full-time

Pay: $16.50 - $18.00 per hour

Expected hours: 40 per week

Benefits:

• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Morning shift
• No nights
• No weekends

People with a criminal record are encouraged to apply

Work Location: In person