Position Summary
The Administrative Assistant provides administrative and customer support for a portable restroom company serving construction sites, special events, weddings, festivals, and other commercial and residential customers. This position is responsible for ensuring smooth daily office operations by managing customer communications, scheduling services, maintaining accurate records, and supporting the operations team.
Key Responsibilities
- Answer incoming phone calls, emails, and customer inquiries in a professional and courteous manner.
- Schedule portable restroom deliveries, pickups, servicing, and exchanges.
- Coordinate daily service routes with drivers and dispatch personnel.
- Prepare customer quotes, contracts, invoices, and work orders.
- Process payments and maintain accurate customer accounts.
- Enter and update customer information, service schedules, and job details in company software.
- Communicate with construction companies, event coordinators, wedding planners, contractors, and homeowners regarding service needs.
- Monitor inventory of office supplies and order materials as needed.
- Assist with permit paperwork, rental agreements, and other administrative documentation.
- Maintain organized filing systems for customer records and company documents.
- Resolve customer concerns and service issues promptly by coordinating with operations staff.
- Support management with reporting, data entry, and special projects.
- Ensure all customer interactions reflect the company's commitment to excellent service.
Qualifications
- High school diploma or equivalent required.
- Previous administrative, customer service, dispatch, or office experience preferred.
- Strong organizational and multitasking skills.
- Excellent verbal and written communication skills.
- Proficient with Microsoft Office (Word, Excel, Outlook) and basic computer software.
- Ability to learn scheduling and billing software.
- Strong attention to detail and accuracy.
- Ability to work independently and as part of a team in a fast-paced environment.
- Professional, dependable, and customer-focused attitude.
Preferred Skills
- Experience in construction, rental, transportation, or service industries is a plus.
- Knowledge of dispatching or route scheduling is preferred.
- Ability to prioritize changing schedules and respond to urgent customer requests.
- Basic bookkeeping or invoicing experience is beneficial.
Physical Requirements
- Primarily office-based work with extended periods of sitting, typing, and phone communication.
- Occasionally lift office supplies weighing up to 20 pounds.
Work Environment
This position works in a busy office environment supporting field operations. Daily interaction with drivers, customers, vendors, and management is required. The ideal candidate is organized, adaptable, and thrives in a fast-paced service business where schedules and customer needs may change throughout the day.
Pay: $21.00 - $27.00 per hour
Work Location: In person
