Receptionist/Administrative Assistant

Position Overview

The Administrative Assistant supports CDS’s daily office operations by managing front‑desk responsibilities, maintaining organized workflows, and providing administrative support to Operations, Account Managers, and field personnel. This role ensures smooth communication, accurate job intake, equipment scheduling, and a professional office environment.

This role focuses exclusively on administrative execution, front‑desk support, documentation, and internal coordination. Reports to the Operations Coordinator and provides administrative support to AM/PM/PD.

It does not include sales follow‑up, pipeline management, operational commitments, inspections, walk‑throughs, or claims discussions.

The Administrative Assistant maintains office readiness, supports CRM accuracy, and assists with onboarding, marketing materials, and event preparation as directed by Operations and Marketing leadership.

Key Responsibilities

1. Front Desk & Communication Management

• Answer inbound calls in a professional and timely manner.
• Route calls to the correct department (AM, PM, PD, Tech, Operations Coordinator).
• Provide phone sales support for field personnel when they are unavailable.
• Monitor Dialpad activity daily, marking spam calls and maintaining call cleanliness.
• Greet visitors and maintain a welcoming front‑desk presence.
• Maintain accurate employee directory updates.

2. Job Intake & Proven Jobs Management

• Create new jobs in Proven Jobs using intake information provided by AM/PM/PD.
• Document basic job details (property name, contact, issue type, sector, city).
• Notify AM/PM/PD when a new job is created.
• Log inbound communication in CRM as Inbound Communication.
• Maintain clean, accurate job intake records.

3. Equipment Scheduling Support

• Receive equipment requests from field personnel.
• Add reservations to the equipment calendar or scheduling tool.
• Communicate equipment availability to field personnel.
• Notify PD or PM of equipment conflicts.
• Maintain simple check‑in/check‑out logs when requested.
• Administrative scheduling only — no inventory management or compliance tracking.

4. Office & Kitchen Management

• Keep the office tidy, organized, and presentable (front desk, lobby, conference room, kitchen).
• Maintain stock of office supplies (paper, pens, toner, branded materials).
• Maintain kitchen supplies (coffee, water, basic items).
• Coordinate lunch catering for meetings when requested.
• Support office readiness for leadership, AMs, PMs, and visitors.

Pay: $18.00 - $20.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Health insurance

Work Location: In person