Administrative Assistant

Job Summary
We are seeking a reliable and detail-oriented Administrative Assistant to support daily operations in our appliance repair company. This role is the first point of contact for customers, responsible for answering calls, scheduling service appointments, creating job tickets, and supporting accounts receivable. The ideal candidate thrives in a fast-paced environment and provides exceptional customer service while keeping operations organized and efficient. This position requires strong organizational skills, attention to detail, and the ability to communicate professionally with customers and internal staff.

Responsibilities

· Answer and direct incoming phone calls in a professional and friendly manner

· Schedule service appointments and coordinate with technicians regarding updates and follow-ups

· Create and manage job tickets with accurate customer, appliance, and service details

· Maintain customer and service records in dispatch / service software

· Prepare invoices and review work orders for accuracy

· Order office supplies

· Support office operations including email correspondence and document management

· Assist with data entry and filing (digital and physical)

· Generate and send customer invoices

· Post payments and apply credits accurately

· Monitor outstanding balances and follow up on past-due accounts

· Process credit card, check, and electronic payments

· Communicate with customers regarding billing questions

· Reconcile accounts and assist with monthly reporting

· Maintain accurate accounts receivable records

· Coordinate with management regarding delinquent accounts

· Assist with manufacturer or extended warranty documentation as needed

Requirements

• High school diploma or equivalent required
• 1–3 years of administrative or customer service experience (appliance repair or service industry preferred)
• Strong phone and communication skills
• Proficiency in Microsoft Office (especially Excel and Outlook)
• Experience with QuickBooks
• Comfortable handling billing, payments, and collections
• Highly organized with strong attention to detail
• Ability to multitask in a high-volume service environment

Preferred Skills

• Problem-solving mindset
• Customer-focused approach and customer-service oriented mindset
• Experience with service management or dispatch software
• Basic bookkeeping or accounting knowledge

Job Types: Full-time, Part-time

Pay: $17.00 - $21.00 per hour

Benefits:

• Dental insurance
• Employee discount
• Paid time off
• Vision insurance

Work Location: In person