Administrative Assistant at Generator Supercenter of Tampa Bay in MA-West Springfield-01089

Job description

• The Administrative Assistant plays a vital role in our business. As the first point of contact for our company, you must warmly welcome our customers and understand our products. You will also support our construction and installation operations. This position is responsible for managing daily job schedules, coordinating materials, tracking project progress, and supporting subcontractors and permit workflows. You'll work closely with construction superintendents, project managers, subcontractors, and vendors to ensure timely project completion and smooth operations.

Responsibilities

• · Answering incoming phone calls and making outbound calls when necessary
• · Creating and maintaining daily and weekly sales schedules for sales staff
• Creating and maintaining daily and weekly construction and installation schedules based on field and project management inputs
• Coordinating subcontractor activities and material deliveries to align with project timelines
• Scheduling inspections, permitting appointments, and commissioning activities
• Monitoring project progress and adjust schedules as needed to meet deadlines
• Helping manage and track marketing
• Setting up new jobs and ensuring proper documentation is uploaded and maintained
• Assisting in preparing change orders, payment applications, and subcontractor agreements
• Ensuring site documentation, permit, and task lists are up to date and completed
• Submitting permit applications
• Helping manage close-out procedures for completed projects, including permit resolution and task list sign-off
• Participating in regular project meetings to review progress, identify delays, and resolve scheduling conflicts
• Maintaining clear, professional communication with all internal and external stakeholders
• Supporting vendor negotiations and assist with estimating during the bid process
• Providing administrative support to project and construction teams as needed
• Communicating with customers on status and projected timelines
• Making outbound calls to set sales appointments
• Ensuring the reception area is tidy and presentable, with all necessary stationery and material (e.g., brochures, forms)
• Performing other clerical receptionist duties such as filing, photocopying, transcribing, and faxing

Requirements

• High school diploma or GED required; associate degree or trade school certification a plus
• Previous experience in scheduling, construction coordination, project administration, or electrical service coordination
• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook, Project)
• Experience with work order systems and documentation control tools
• Excellent communication, organization, and multitasking skills
• Strong attention to detail and ability to meet deadlines in a fast-paced environment
• Motivated self-starter with strong interpersonal skills
• Experience coordinating with subcontractors, vendors, and inspectors
• Knowledge of residential or commercial generator installation processes
• Construction industry experience, particularly in electrical or energy services
• Familiarity with permitting and inspection coordination
• Familiarity with electrical systems (AC/DC)
• Marketing experience - bring new ideas

Skills

Preferred

• Marketing experience - bring new ideas

Benefits

• Competitive salary
• Health insurance
• Paid time off
• Training & development
• Be part of a national leader in energy solutions and backup power systems
• Support meaningful projects that bring peace of mind to customers during power outages
• Work in a collaborative, growth-oriented environment
• Opportunity for advancement in a growing and innovative company