Office Assistant / Dispatcher
Mount Kisco, NY | Westchester County
Established service company located in Mount Kisco, NY is seeking a reliable, organized Office Assistant/Dispatcher to join our small office team. This position will handle customer communication, scheduling and dispatching, billing, data entry, and general office support. Some inventory management, parts ordering, and tracking will also be required.
The ideal candidate is detail-oriented, self-motivated, dependable, and comfortable working in a fast-paced environment while managing multiple priorities.
Responsibilities
- Answer and manage incoming phone calls and emails from customers and prospective customers
- Schedule service calls and dispatch technicians efficiently
- Generate, process, and send estimates and invoices to customers
- Assist with accounts receivable and billing functions
- Enter invoices and maintain accurate customer and service records
- Perform data entry, filing, scanning, and other general administrative duties
- Communicate with vendors and assist with parts ordering and tracking
- Assist with inventory management and order entry
- Maintain and update the customer database
- Provide general administrative support to the office team
Qualifications & Skills
- Minimum 2 years of customer service or administrative experience in an office setting
- QuickBooks experience is required
- Proficiency with Microsoft Word, Excel, Microsoft Office, and general computer software
- Strong written and verbal communication skills
- Excellent spoken English is required
- Familiarity with Westchester County and surrounding towns and counties in the Tri-State area
- Strong attention to detail and organizational skills
- Ability to multitask, prioritize effectively, and make sound decisions independently
- Comfortable working in a fast-paced, team-oriented environment
- Reliable, punctual, and dependable with a stable work history
- Self-motivated and energetic with a positive, professional attitude
- Bilingual English/Spanish is a plus
- Must be able to lift up to 40 lbs.
Schedule & Compensation
Monday–Friday | 8:00 AM–4:30 PM
40 hours per week
Salary based on experience
Job Types: Full-time, Part-time
Pay: $23.00 - $26.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Application Question(s):
- Please describe your experience with QuickBooks.
What version have you used, and what tasks did you perform (billing, invoicing, accounts receivable, payments, etc.)?
- This position involves answering phones, scheduling service calls, dispatching technicians, communicating with customers, and handling multiple tasks at the same time. Please briefly describe your experience with these responsibilities.
- What hourly rate are you looking for, and why are you interested in this position?
Please provide your desired hourly rate and briefly tell us what interests you about this position.
- Are you able to reliably report for work in Mount Kisco, NY?
- How many years of dispatch experience do you have?
Experience:
- QuickBooks: 2 years (Required)
- office assistant: 3 years (Required)
Work Location: In person
