We are seeking a highly organized and detail-oriented Administrative Assistant to support the daily administrative and operational functions of our generator service department. This position is responsible for coordinating service documentation, purchasing, inventory tracking, customer communication, and project administration to help ensure generator maintenance, repair, and installation projects are completed efficiently.
The ideal candidate enjoys organizing complex projects, working with technical information, and communicating with customers, vendors, and field personnel in a fast-paced environment.
- Coordinate and track service, maintenance, and repair projects.
- Update job statuses and maintain accurate records in company software.
- Organize project documentation and maintain digital filing systems.
- Monitor outstanding tasks and follow up to ensure timely completion.
### Purchasing & Inventory
- Research replacement parts and obtain vendor quotations.
- Prepare purchase orders and track incoming shipments.
- Coordinate deliveries and maintain inventory records.
- Assist with inventory organization and stock replenishment.
### Documentation & Reporting
- Prepare service reports, repair proposals, inspection documents, and project files.
- Maintain equipment maintenance history and customer records.
- Organize manuals, photographs, technical drawings, and warranty information.
- Assist with invoice preparation and job closeout documentation.
### Vendor Coordination
- Communicate with suppliers regarding pricing, availability, warranties, and lead times.
- Track vendor orders and delivery schedules.
- Coordinate returns, warranty claims, and special orders when needed.
### Office Administration
- Answer phone calls and emails related to service operations.
- Maintain spreadsheets and internal tracking systems.
- Assist with permits, inspections, and compliance documentation.
- Perform other administrative duties as assigned.
## Qualifications
### Required
- High school diploma or equivalent.
- Excellent organizational and time management skills.
- Strong written and verbal communication skills.
- Proficiency with Microsoft Office or Google Workspace.
- Ability to manage multiple priorities with strong attention to detail.
- Professional customer service skills.
- Upcoming or new graduates are welcome to apply.
### Preferred
- Work experience is not required. We will provide necessary training.
- Experience with purchasing, inventory management, or project coordination is a plus.
- Experience managing spreadsheets is a plus.
- Technical or mechanical knowledge such as understanding of engines and parts is a plus.
## Skills & Abilities
- Strong organizational skills
- Excellent multitasking ability
- Attention to detail
- Problem-solving mindset
- Customer service orientation
- Purchasing and vendor coordination
- Scheduling and logistics coordination
- Spreadsheet and reporting skills
Principals only. Recruiters, please don't contact this job poster.